Executive Assistant at Okta Chicago, IL

Okta; Chicago (IL); On-site; USD 85,000 - 120,000; Full time

Benefits offered by this job

Health insurance

401(k) plan

Paid leave

Equity

Job summary

Okta in Chicago, IL is seeking an Executive Assistant to provide comprehensive administrative support to the SVP and VP of Product Marketing. The role is fast-paced, with high visibility and opportunities to influence priorities across executives, teams, and external partners.

The ideal candidate has 5+ years supporting senior leaders, excels at calendar and travel logistics across time zones, creates polished materials, and maintains strict confidentiality.

Qualifications

• 5+ years of experience supporting Sr. level Executives.
• Experience coordinating complex schedules across time zones.
• Ability to anticipate next steps and act autonomously.
• Excellent verbal and written communication, professional demeanor.

Responsibilities

• Proactively manage complex executive calendars across time zones.
• Organize travel logistics for high-stakes international trips.
• Prepare high-level meeting materials and maintain activity calendar.
• Coordinate high-stakes meetings with internal and external stakeholders.
• Take meeting minutes and document action points.

Skills

Calendar management

Travel logistics

Meeting coordination

Executive support

Communication

Confidentiality

Proactive ownership

Job description

Executive Assistant job at Okta. Chicago, IL.

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 SVP and VP of Product Marketing. 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

• 5+ 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

Below is the annual base salary range for candidates located in California (excluding San Francisco Bay Area), Colorado, Illinois, New York and Washington. Your actual base salary will depend on factors such as your skills, qualifications, experience, and work location. In addition, Okta offers equity (where applicable), bonus, and benefits, including health, dental and vision insurance, 401(k), flexible spending account, and paid leave (including PTO and parental leave) in accordance with our applicable plans and policies.

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! 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 Personnel and Job Candidate Privacy Notice at