Executive Assistant, Global Comms. & Brand/Creative

Okta•San Francisco, CA

9h•$104,000 - $161,000•Hybrid

About The Position

Identity is the key to unlocking the potential of AI. Okta secures AI by building the trusted, neutral infrastructure that enables organizations to safely embrace this new era. This work requires a relentless drive to solve complex challenges with real-world stakes. We are looking for builders and owners who operate with speed and urgency and execute with excellence. This is an opportunity to do career-defining work. We're all in on this mission. If you are too, let's talk. Okta is hiring an Executive Assistant to provide a wide array of administrative, logistical, and project-related support to the VP, Global Communications and VP, Brand & Creative. 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.

Requirements

A minimum of 3+ 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.
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

Responsibilities

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.