Executive Administrative Assistant to Vice President of Corp…

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Company: National instrument
Location: Austin, TX 78759 (Arboretum area)

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Why NI?
For 40 years, National Instruments has worked with engineers and scientists to provide answers to the most challenging questions. Through these pursuits, NI customers have brought hundreds of thousands of products to market, overcome innumerable technological roadblocks, and engineered a better life for us all. Historically, National Instruments has been a top 100 employer of choice as ranked by several different sources. If you want to work on cool stuff at a cool company, you’re in the right place! Here’s a snippet of some of our core industry leadership.
Watch Video: 40 Years of NI Success
  • 5 G – Setting world records in spectral efficiency using MIMO
  • Internet of Things (IoT) – With NI’s technology providing unmatched capabilities in measurement, control, ruggedness, and connectivity, along with our expert ecosystem, you can realize the benefits of the Industrial Internet of Things (IIoT) today.
  • Semiconductor – NI semiconductor test customers report 10X improvement in test times while maintaining measurement and performance requirements.
  • Autonomous Automotive – As vehicles advance towards autonomous operation, test engineers face drastically increasing system complexity while dealing with ever present cost and time pressure.
  • Aerospace & Defense – NI provides industry-leading performance and accuracy with best-in-class synchronization for large systems, so you can get to the right decision faster.
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POSITION OVERVIEW
Executive Administrative Assistant to Vice President of Corporate Strategy
The National Instruments is seeking an experienced Executive Administrative to support Vice President of Corporate Strategy & Director of Corporate Development . This is a dynamic high-profile position, with access to Senior Executives and carrying a high level of responsibility, including project leadership and mentorship of junior staff. The position is located in the National Instruments Headquarters in Austin, TX.
The essential functions of the role will be:
  • College degree preferred
  • Minimum 8+ years’ work experience supporting senior or executives, preferably with a medium-sized corporation
  • Strong leadership and interpersonal skills, with ability to build trust and achieve consensus
  • Professional Maturity: strong emotional intelligence, integrity, able to take the good with the bad
  • High tolerance for ambiguity
  • Business awareness and sensitivity
  • Ability to make decisions in the best interest of the organization
  • Act as liaison to leadership executive with all levels of staff
  • Able to judge the relative importance of issues and act independently to address them
  • Advanced communication and organization skills, including drafting response emails, communication plan for staff after a key event
  • Partnering to balance business and personal commitments for respective exec
  • Proactively take on new tasks or projects without instruction
  • Superior time management and multitasking skills with demonstrated ability to successfully handle multiple projects/ assignments
  • Enhance productivity of leadership executive by assuming responsibility for key leadership outcomes and deliverables
  • Proactively manage all domestic and international travel arrangements, including air, hotel & ground transportation, visa assistance, and detailed itineraries. Work with local and international teams to ensure trip objectives, outcomes, and presentation expectations are identified, communicated and agreed to in advance of departure
  • Accurately complete complex expense reports, including multi-currency with various exchange rates
  • Proactive management of meetings, commitments (business/personal), and communication (calendar, email, scheduling internal & external meetings, conference calls, appointments, etc.) Ensure meeting objectives, agenda, and preparation requirements are communicated in a timely manner
  • Compile meeting agenda, capture notes and action items, and track action item follow up to ensure completion
  • Research and/or prepare materials for meetings and presentations; compile reference materials as needed as directed by executive
  • Assist with planning and execution of large meetings and events, including managing all logistics such as catering, gathering and delivering supplies, and offsite errands in preparation for the event
  • Proactive budget assistance and tracking
  • Submit invoices and manual check requests & wire transfers for payment
  • Order business cards, supplies, meals, equipment, and other items as necessary
  • Contract management and generate Non-Disclosure Agreements
  • Proven ability to quickly learn new systems and processes
  • Is current and proficient in trends, concepts, technologies, and best practices within profession
  • Admin Mentorship
  • Build and maintain effective working relationships with internal and external admins
  • Assist with establishing administrative standards for the department
  • Consistently demonstrates positive attitude
  • Motivates others towards completion of tasks and assignments
  • Proven ability to lead administrative organizations to achieve operational performance and strategic initiatives

Qualifications


Basic Qualifications:
  • 8 years of experience supporting senior or executives
  • Experience handling sensitive and confidential material
  • Expert level experience with calendar management tools (examples: Outlook, Google and iPhone)
  • Advanced skills in MS Office (Word, Excel, PowerPoint)
  • Ability to be flexible in working longer hours, possibly on the weekends or vacations as important needs arise
Preferred Qualifications:
  • College degree preferred
  • Experience in medium-sized corporations preferred