Executive Assistant, Okta Research & Development (ORD)

Job Duties & Responsibilities

The Executive Assistant will join Okta Research & Development (ORD) and support two Executives (one VP and one SVP) of Design and Research and Product Acceleration, with a wide range of administrative, logistical, and project-related duties. As an Executive Assistant, you play a crucial role in the business's success and we are looking for someone who has experience working cross-functionally with partners throughout the organization. 

Residence in Mexico City, Mexico, is required for this role.

Responsibilities include:  

• Manage calendars from a daily, weekly, and monthly perspective to maximize time effectiveness, and support our executives and their organizations to be successful. 
• Complete all executive expenses in a timely and complete way.
• Drive special projects and events, including team offsites.
• Own and help manage the rhythm of the business in close partnership with the leadership team. This includes ensuring meeting agendas match business priorities, taking notes, and following up on action items. 
• Manage recurring communication routines to ensure teams stay aligned and engaged.
• Act as a liaison between the executive and the onsite operations team to ensure alignment on timelines, deliverables, and priorities.
• Meet deadlines by maintaining an organized approach and knowing how to prioritize and coordinate multiple work activities in a fast-paced environment. 
• Identify opportunities to improve the ways that teams are working.
• Regularly collaborate with cross-functional Administrative & Executive Assistants and provide backup for vacation/illness.
• Assist with travel planning and coordination, as well as special events.
• Assist with organization communications to help ensure clarity and alignment.
• Handle confidential information discreetly.

Your qualifications and experience:

• A minimum of 5+ years of work experience as an Executive Assistant supporting multiple remote leaders
• Excellent time management skills and attention to detail
• Experience with building presentations in Google slides
• Flexibility working independently or partnering with a variety of teams with flexibility to travel as needed (up to 10%)
• Proven ability to interact with senior team members, vendors, and department leaders
• Ability to be flexible in response to changing priorities and needs
• Experience with an arrangement of schedules and logistics, at times, across multiple time zones with expertise in productivity and collaboration tools such as Google Workspace, Slack, and Zoom  

• Ability to work on multiple projects, lead priorities, and accurately set expectations
• Strong communication, planning, organizational, and analytical skills
• Excellent verbal and written communication skills
• Willingness to learn or gain experience in the following areas is a bonus
• Experience in running reports and exporting data into Google Sheets
• Experience in project management

What you’ll need to be successful: 

• 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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