Senior Executive Assistant to the Chief of Staff

At Okta, our Senior Executive Assistants provide a wide array of administrative, logistical, and project-related support to their Executives. We are looking for a Senior Executive Assistant to partner with and support our Chief of Staff and the Office of the CEO. You will be working in the Office of the CEO and contribute to the organization's success by helping them scale and build seamless processes. This role has a high amount of visibility and works cross-functionally throughout the company. ​​This person will report directly to our Chief of Staff, but also provide light support to Okta’s VP, Executive Operations and VP, Company Operations. 

This role requires onsite presence in our San Francisco Office, Monday-Friday.

RESPONSIBILITIES:

• Calendar management - Manage their daily schedule, coordinate logistics for all meetings, both internal and external, being proactive about conflicts and understanding priorities.
• Coordinate domestic and international travel, process expense reports and assist with management of budget for travel and events.
• Own and help manage the rhythm of the business in close partnership with the Executives and teams. This includes: owning meeting agenda, taking notes and following up on action items
• Schedule and coordinate logistics for conferences and special events (both onsite & offsite).
• Acts as a liaison and trusted partner for assigned executives relaying and exchanging information with others including: Senior leaders, customers, board members and other cross functional organizations or colleagues.
• Anticipate the Executive’s needs and proactively assemble the appropriate people and resources to solve problems as independently as possible. Bring forth new ideas and solutions to help scale processes and more order to busy teams.
• Field and funnel incoming requests; exercise strong judgment and discretion with highly confidential information.
• Lead, drive and execute on various team events, socials, offsite meetings, etc.
• Work cross-functionally to ensure communication is efficient and clear between teams.
• Meet deadlines by maintaining an organized approach, knowing how to prioritize and coordinate multiple work activities in a fast paced environment.
• As a team player, provides backup support for other EAs in the department and helps the team work efficiently together.

QUALIFICATIONS:

• A minimum of 5-8 years work experience in the capacity of an Executive Assistant supporting multiple executives.
• Familiar with the expectation of complete confidentiality on all business matters.
• Proven ability to actively manage projects in a fast-moving, high pressure environment.
• Flexibility working independently or partnering with a variety of teams.
• Flexibility to support (when needed) during out of office hours.
• Ability to travel as needed (up to 20%).
• Proven ability to interact in a professional manner with Executives, Board Members, Customers, Partners, Prospects, and Internal Team.
• Ability to be flexible in response to changing priorities and needs.
• Experience with web-based scheduling and collaboration tools.
• Experience with arrangement of complex schedules and logistics, at times, across multiple time zones.
• Ability to work on multiple projects, lead priorities and accurately set expectations.
• Excellent time management skills and attention to detail.
• Strong communication, planning, organizational and analytical skills.
• Ability to quickly learn new tools and technologies; Interest and experience in using technology and the Internet to improve work efficiency.
• Excellent verbal and written communication skills - Ability to effectively communicate and collaborate with a diverse range of people and job functions.
• Ability to remain energetic and positive in a fast-paced and demanding environment.
• Entrepreneurial spirit and desire for constant improvement. A forward thinker.
• Excellent common sense and ability to make appropriate judgment calls autonomously.
• Dedicated with the ability to anticipate next steps.
• Works well with a variety of personalities; embraces teamwork.
• Proficient working with Google Workspace/Docs and Microsoft Office Suite.

Strengths you will need in this job: 

• Adaptable – have demonstrated flexibility in the face of change.
• Organized - have good time, space and task management skills.
• Proactive - has the ability to foresee problems and prevent them by taking action.
• Growth Mindset - has resilience and desire to learn as the company and organization evolve and scale.

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Okta is an Equal Opportunity Employer.