Executive Assistant, Global Comms. & Brand/Creative

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.

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:

• 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.

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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