Executive Assistant

Executive Assistant at Okta

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 Product Leadership team. You will offer full support to the VP of Product Management, Chief Product Architect, and provide calendar support to (2) Senior Directors of Product Management within the Auth0 Product Unit. 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. They will report to the Chief of Staff, and work closely with them. This role will have a high amount of visibility and will work cross-functionally across the company. The Executive Assistant is committed and has the ability to stay steps ahead of the Executive.

Duties and Responsibilities

• Manage the daily schedule for the VP, Product Management and Chief Product Architect, coordinate domestic and international travel and process expense reports
• Provide support to the VP, Product Management and Chief Product Architect in preparation for meetings
• Manage daily calendar for (2) Senior Directors, Product Management
• Form trusting relationships with the Executive(s) customers, team and contacts
• Manage contacts for Executive(s), proactively understanding who they are, which have priority and keep track of communication needed for priority contacts
• Field 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

Qualifications

• 4+ years experience supporting in an executive support role
• Experience supporting more than one senior level executive
• Proven ability to interact in a professional manner with Customers, Prospects, and Internal Team
• Experience with web-based scheduling and collaboration tools
• Extensive 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
• Extraordinary time management skills and attention to detail
• Strong planning, organizational and analytical skills
• Ability to quickly learn new tools and technologies, and desire to continually learn and improve
• Expectation of complete confidentiality on all business matters
• Ability to effectively communicate and collaborate with a diverse range of people and job functions
• Excellent verbal and written communication skills
• Ability to remain energetic and positive in a fast paced and demanding environment
• Excellent common sense and ability to make appropriate judgement calls autonomously
• Dedicated with the ability to anticipate next steps
• Works well with a variety of personalities; embraces teamwork

Strengths You’ll Need

• Adaptable - has demonstrated flexibility in a fast paced environment
• Organized - has good time, space and task management skills
• Proactive - has the ability to foresee problems and prevent them by taking action.

Must attend in person orientation in the Toronto office the first week of employment.

Key Skills/Competency

• Executive Support
• Calendar Management
• Travel Coordination
• Expense Reporting
• Event Planning
• Confidentiality
• Cross-functional Collaboration
• Time Management
• Proactivity
• Communication Skills