Executive Assistant

Get to know Okta

Okta is The World’s Identity Company. We free everyone to safely use any technology, anywhere, on any device or app. Our flexible and neutral products, Okta Platform and Auth0 Platform, provide secure access, authentication, and automation, placing identity at the core of business security and growth.

At Okta, we celebrate a variety of perspectives and experiences. We are not looking for someone who checks every single box - we’re looking for lifelong learners and people who can make us better with their unique experiences. 

Join our team! We’re building a world where Identity belongs to you.

Okta is hiring an Executive Assistant to provide a wide array of administrative, logistical, and project-related support to the SVP and VP of Product Marketing. The environment is fast-paced, and the right person has the ability to take initiative, is professional, quick, creative, and motivated. The ideal Executive Assistant is dedicated to the Executive and her/his success. This role will have a high amount of visibility and is pivotal in optimizing executive time, acting as a go-to connector between executives, the team, and external partners to drive priorities forward. The Executive Assistant is committed and has the ability to stay a step ahead of the Executive.

What You'll Be Doing

Calendar and Administrative Management:

• Proactively manage complex executive calendars with scheduling across time zones and competing priorities.
• Organize and manage travel logistics for high-stakes international trips, handling complex itineraries with multiple legs.
• Prepare high-level meeting materials, presentations, and maintain the organizational activity calendar.
• Manage, process, and submit all timely and accurate expense reports, ensuring expenses adhere to company protocols.

 

Meeting and Event Coordination:

• Coordinate high-stakes meetings, both internal and external customers, with a sense of urgency, ensuring all logistics are handled.
• Handle logistics for large team events, off-site meetings, and departmental All Hands, including assisting with slides and managing Q&A segments.
• Partner with the executive to define the goals, agenda, and overall vision for off-sites, managing the budget and confidential information.
• Take meeting minutes for key discussions, ensuring action points are clearly documented and followed up.

 

Project and Communication Oversight:

• Coordinate tasks and track progress across multiple medium to large projects, ensuring timelines are met and maintaining detailed documentation.
• Act as the primary liaison between the executives, staff, and external clients, managing communications effectively.
• Resolve complex scheduling conflicts and manage multiple, competing executive priorities, ensuring timely execution of tasks.
• Proactively monitor executive calendars one month out, alerting managers of rolling conflicts.

What You'll Bring to the Role:

The ideal candidate will have the professional experience and behaviors that drive efficient execution and strategic thinking:

• 5+ years of experience supporting Sr. level Executives with a strong preference for supporting more than one senior-level executive (VP/SVP).
• Logistics Mastery: Extensive experience with complex schedules and logistics across multiple time zones, utilizing web-based scheduling and collaboration tools.
• Proactive Ownership: Dedicated, with the ability to anticipate next steps and make appropriate judgment calls autonomously.
• Results & Detail: Extraordinary time management skills and attention to detail. Must effectively work on multiple projects, lead priorities, and accurately set expectations.
• Communication & Composure: Excellent verbal and written communication skills and a proven ability to interact in a professional and composed manner with all internal and external stakeholders (Customers, Board Members, etc.).
• Confidentiality: Complete confidentiality on all business matters.
• Adaptability & Teamwork: Ability to quickly learn new tools, maintain a positive and energetic attitude in a demanding environment, and work well with a variety of personalities, embracing teamwork.

STRENGTHS YOU WILL NEED: 

• Adaptable – has demonstrated flexibility in the face of change
• Organized - has good time, space and task management skills
• Proactive - has the ability to foresee problems and prevent them by taking action

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