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Executive Assistant

Posted 7 February by Ciena Ended

We believe in the power of people. We are a network strategy and technology company that is motivated by making a difference in people’s lives - their productivity, their creativity, their health and comfort. That’s why our engineers design and implement technologies that allow people to do great things.

Job Description: Support the administrative needs of Sales Vice President of EMEA region.


• Report to and support the Sales Vice President of EMEA region based in UK, London.

• Manage extensive itineraries, arrange all travel and all logistics including visa applications

• Extensive diary management, meeting set up, conference calls etc. (different time zones)

• Arrange all meeting logistics, internal and external:

• Initiate/prepare briefing packages for executive delegation

• Set up team meetings

• Prepare agendas

• Collect materials

• Reservation of meeting rooms, cabs, parking, restaurants, lunches, etc.

• Global liaison with other admins in US, Canada, U.K., France, Middle East, etc.

• Build and maintain business relationship with customer administrative assistants

• Processing expense reports

• Support to the sales region - internally: maintaining customer database up-to-date, consolidation and timely hand in of weekly report

• Process incoming, outgoing mail, arrange courier services

Required Skills:

  • Advanced Outlook Experience ESSENTIAL - No training will be given. Candidate must have experience in looking after 3 or 4 calendars
  • PC proficiency (Word, PowerPoint, Excel)
  • Strong verbal and written communication skills
  • Capable of handling international and muticultural environment
  • Capable of handling confidential documents and conversations in a professional manner
  • Excellent organization skills/detail oriented
  • Ability to prioritize and reprioritize throughout the day and use good judgement / own initiative
  • Ability to work with minimal supervision
  • Fully independently and be 1 step ahead

Desired Characteristics

  • Organized / efficient
  • Accountable
  • Flexible
  • Time urgent
  • Responsive
  • Assertive
  • Representative
  • Comfortable asking questions

Required skills

  • Administrative
  • EMEA
  • PowerPoint
  • Productivity
  • Written Communication

Reference: 34416437

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