Executive Administrative Assistant

About the role

The Executive Assistant provides comprehensive administrative and operational support to the Chief Technology Officer (CTO) in a fast-paced and dynamic environment. This role manages the CTO’s calendar, travel arrangements, and meeting requests, while coordinating leadership meetings, external events, and day-to-day logistics. Acting as a key liaison between the CTO, internal teams, and external stakeholders, the Executive Assistant ensures seamless communication, supports IT and security coordination, and handles sensitive and confidential matters with professionalism, discretion, and exceptional organizational skills.

Responsibilities

• Manage calendars, prioritize meetings, and coordinate schedules across European and US time zones.
• Organize meetings, prepare agendas, and ensure follow-ups are handled.
• Arrange complex travel itineraries including flight booking, hotels, and working with third-party vendors for country document requirements.
• Manage expense claims in the internal system (Concur).
• Handle sensitive communications with discretion.
• Support leadership with reports, presentations, and organizational documents.
• Flexible and highly responsive, with the ability to adjust working hours when required to support the Executive across multiple time zones and during travel.
• Proactively solve problems, anticipate needs, handle unexpected situations calmly, and resolve issues independently with sound judgment.
• Manage last-minute changes, urgent requests, and evolving priorities while maintaining discretion, professionalism, and attention to detail.

Requirements

• Strong communication skills with the ability to communicate clearly, concisely, and professionally.
• Experience supporting C-Level Executives in global organizations.
• Excellent organizational and problem-solving skills.
• Ability to prioritize and handle multiple tasks.
• Organized and detail-oriented approach, ensuring tasks are completed efficiently.
• Ability to handle confidential information with discretion.
• Proactive working style with the ability to anticipate needs and take initiative.
• Team player, collaborating effectively with other team members and stakeholders.

Qualifications

It would be great if you also had:

• A business management qualification.

About Us

Advancing connectivity to secure a brighter world. Nokia is a global leader in connectivity for the AI era. With expertise across fixed, mobile, and transport networks, powered by the innovation of Nokia Bell Labs, we’re advancing connectivity to create a brighter world.

Benefits

• Flexible and hybrid working schemes.
• A minimum of 90 days of Maternity and Paternity Leave, with the option to return to work within a year following the birth or adoption of a child (based on eligibility).
• Life insurance to provide peace of mind and financial security.
• Well-being programs to support mental and physical health.
• Opportunities to join and receive support from Nokia Employee Resource Groups (NERGs).
• Employee Growth Solutions to support personalized career and skills development.
• Access to a diverse pool of Coaches & Mentors.
• A learning environment that promotes personal growth and professional development.