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.

We believe in building connections between people and technology. It won't be easy, but we're building the team to make it possible. Will you join us?

We are looking for an Executive Assistant to be a true business partner Senior Vice President, General Manager EMEA, based in our London, UK office.

The right person is proactive, organized, adaptable, and comfortable operating in a fast-paced environment. The ideal candidate has experience supporting C-level executives and thrives in a collaborative, high-growth setting.

As a true business partner, you will be a huge part of the organization's success. This role has a high amount of visibility and works cross-functionally across the company.

Location: This is an in-office role based in London,UK, requiring regular on-site presence several days per week.

What you'll be doing:

• Manage calendar requirements across a diverse set of stakeholders (directs, regional XLT team, Global leaders, Customers and Partners) across global time zones.
• Manage the daily schedule of the Executive; coordinate domestic and international travel, process expense reports and assist with management of budget needs
• Proactively develop and manage Exec Fiscal Year calendar visits
• Own and help manage the rhythm of the business in close partnership with the Executives and teams, including agenda management, notes, logistics, and follow-ups.Schedule and coordinate logistics for meetings, conferences and special events (onsite & offsite)
• Manage Leadership and Extended Leadership meetings - agenda, action taking and follow up to drive for completion
• Develop and manage annual SVP operational cadence demonstrating collaborative virtual leadership of EMEA EA’s
• Acts as a liaison to executive relaying and exchanging information with others including: Senior leaders, customers and clients, and other organizations or constituents.
• Prepare briefing materials, reports, presentations and meeting notes for key internal and external meetings
• Anticipate the Executive needs and proactively assemble the appropriate people and resources to solve problems
• Lead, drive and execute on various team events, socials, XLT offsite meetings, including logistics and Okta4Good events.
• Work cross-functionally to ensure communication is efficient and clear between teams
• Track GM regional budget and run monthly review meeting with Finance

Who you are:

• Proven Administrative Assistant experience, supporting multiple executives while reporting directly to a SVP level leader
• Operate with full autonomy and independence, taking full responsibility for all work to minimise need for Executives input and review to maximise efficiency and effectiveness
• Expectation of complete confidentiality on all business matters
• Ability to actively manage projects in a fast-moving, high pressure environment.
• Flexibility working independently or partnering with a variety of teams.
• Maintain collaborative relationships with XLT leaders, all levels of org, EAs of other Execs and all internal and external stakeholders
• Flexibility to support during out of office hours is required due to the rapid nature of the business
• Flexibility to travel as needed (up to 20%).
• Proven ability to interact in a professional manner with Executives, Customers, Prospects, Board Members, Investors and Internal Team
• Ability to be flexible in response to changing priorities and needs
• Extensive experience with arrangement of complex schedules and logistics, 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 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
• 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

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