Executive Assistant

Okta; City Of London; On-site; GBP 40,000 - 50,000; Full time

Job summary

A leading identity management company in London seeks an experienced Executive Assistant to support two senior leaders. This role involves calendar management, travel coordination, and providing logistical support for meetings. Ideal candidates will have 3-5 years of experience in a similar role, must maintain confidentiality, and should be able to work flexibly, adapting to changing priorities, while being proactive and organized.

Benefits

Amazing Benefits

Social Impact Opportunities

Talent Development Programs

Qualifications

• 3-5 years experience supporting multiple executives.
• Complete confidentiality on all business matters.
• Flexibility to support during out-of-office hours.

Responsibilities

• Coordinate all meetings and manage calendar.
• Assist with complex travel arrangements.
• Prepare and manage logistics for meetings and events.

Skills

Time management

Communication

Organizational skills

Attention to detail

Flexibility

Proactive problem-solving

Tools

Microsoft Office Suite

Google Workspace

Job description

Overview

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.

Executive Assistant

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?

At Okta, our Executive Assistants provide a wide array of administrative, logistical, and project-related support to their Executives. We are looking for an Executive Assistant to be a true business partner to (2) leaders in our organization: Vice President of Presales EMEA, in Amsterdam, Netherlands office and Regional VP Partners and Strategic Alliances EMEA International in London, UK office.

As a true business partner to these executives, 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.

Responsibilities

• Calendar management - coordinate all meetings including but not limited to team meetings, offsite meetings including customer, partner, investor, media and analyst meetings across global time zones.
• Manage the daily schedule of the Executives; coordinate domestic and international travel, process expense reports and assist with management of budget needs
• 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)
• Acts as a liaison for assigned executives relaying and exchanging information with others including: Senior leaders, customers and clients, and other organizations or constituents.
• Anticipate the Executive’s needs and proactively assemble the appropriate people and resources to solve problems
• 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
• Organize, prioritize and coordinate multiple work activities with demonstrated ability to meet deadlines
• Providing backup support for other AAs/EAs in the department

Who you are

• A minimum of 3-5 years work experience in the capacity of an Administrative Assistant supporting multiple remote executives while reporting to a VP level executive.
• 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.
• This is not a 9-to-5 position due to the rapid nature of the business. Flexibility to support during out of office hours is required.
• 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.
• 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 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
• Excellent verbal and written communication skills
• Ability to remain energetic and positive in a fast-paced and demanding environment
• Entrepreneurial spirit and desire for constant improvement
• 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 Microsoft Office Suite, Google workspace

Strengths

• 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.

What you can look forward to as a Full-Time Okta employee

• Amazing Benefits
• Making Social Impact
• Developing Talent and Fostering Connection + Community at Okta

Okta cultivates a dynamic work environment, providing the best tools, technology and benefits to empower our employees to work productively in a setting that best and uniquely suits their needs. Each organization is unique in the degree of flexibility and mobility in which they work so that all employees are enabled to be their most creative and successful versions of themselves, regardless of where they live. Find your place at Okta today! https://www.okta.com/company/careers/.

Some roles may require travel to one of our office locations for in-person onboarding.

Okta is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, ancestry, marital status, age, physical or mental disability, or status as a protected veteran. We also consider for employment qualified applicants with arrest and convictions records, consistent with applicable laws.

If reasonable accommodation is needed to complete any part of the job application, interview process, or onboarding please use this Form to request an accommodation.

Okta is committed to complying with applicable data privacy and security laws and regulations. For more information, please see our Privacy Policy at https://www.okta.com/privacy-policy/.