Executive Administrative Assistant

National instrument - Austin, TX3.9

Full-timeEstimated: $53,000 - $71,000 a year
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:
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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Executive Administrative Assistant
The National Instruments Marketing team is seeking an experienced Executive Admin to support a wide variety of duties. 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
Assists 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


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)

Preferred Qualifications:
College degree preferred
Experience in medium-sized corporations preferred