Executive Assistant, EMEA

Location: London, UK

Okta is the leading independent provider of identity for the enterprise. The Okta Identity Cloud enables organizations to securely connect the right people to the right technologies at the right time. With over 7,000 pre-built integrations to applications and infrastructure providers, Okta customers can easily and securely use the best technologies for their business. More than 13,050 organizations, including JetBlue, Nordstrom, Siemens, Slack, T-Mobile, Takeda, Teach for America, and Twilio, trust Okta to help protect the identities of their workforces and customers.

Job Purpose

We are looking for an exceptional Executive Assistant, who can demonstrate a unique blend of marketing experience and program management skills. The Executive Assistant will provide diverse and advanced day-to-day executive support for the EMEA CMO and the extended EMEA Marketing Team, as well as take responsibility for key programs, such as Marketing Onboarding, Technology Roll Out, and Planning Cadence.

This role reports directly to the EMEA CMO.

Key Responsibilities include:

  • Act as the point of contact between the executives and internal/external clients

  • Maintain diary, arrange and coordinate meetings/appointments and provide reminders

  • Manage and maintain executives' schedules, appointments, and travel arrangements

  • Ensure that expenses are submitted, approved, and paid within the correct time scale, to avoid company card late charges

  • Approval of the team’s expenses, ensuring that they meet company policy

  • Record, transcribe and distribute actions/minutes. Being responsible for chasing the team to ensure that actions are completed on time

  • Contribute to the project management of new business or process implementations 

  • Overseeing administrative policies within the organization and within the office; recommending changes as appropriate

  • Provide support during the roll-out of key HR initiatives (e.g. Yearly, Mid-Year Performance Reviews)

  • Provide support during the roll-out of key Compliance or Legal initiatives (e.g. Training for Data Compliance Legislations)

  • Provide support for managing staff Professional Development Plans

  • Prepare presentations as required

  • Develop and utilize historical information; provide retrieval of information

  • Meet and greet new starters on Day 1 with ongoing ‘buddy’ support. Train new staff on office equipment, policies, and procedures

Program Responsibilities include:

  • Manage the rollout of a brand new Marketing Onboarding program. This will include liaising with various functions to ensure the right materials are available and updated regularly, creating materials where appropriate, manage onboarding schedules and be able to deliver parts of the curriculum 

  • Manage the rollout and training for new and existing marketing initiatives. This will include the rollout of tools such as Asana or Allocadia, but also the rollout of new initiatives such as our Privacy Training

  • Manage the EMEA Marketing Planning Cadence. This will include scheduling planning sessions, creating materials and presentation templates, as well as collating rolled-up plans for EMEA

Technology Skills Required:

  • Google Suite

  • Advanced Microsoft Office Skills, including excellent PowerPoint skills

  • Resource management (Box, SharePoint)

Background & Experience Required:

  • B.S. in Management or related field

  • Experience with administrative support or executive assistance

  • Experience in accounting, payroll, or finance 

  • Experience in HR processes

Profile Required:

  • Excellent communicator (verbal and written)

  • Experience working with and managing projects in Asana (or equivalent)

  • Strong IT skills (including MS Office)

  • Strong administrative skills

  • Ability to work comfortably under pressure

  • Ability to work autonomously

  • Polished and professional personal presentation

  • Confidential and Discrete

  • Creative thinker able to generate solutions to challenges

  • A team player who can demonstrate strong collaboration skills

Success Metrics:

  • Internal stakeholder sentiment about services and support provided 

Okta is an Equal Opportunity Employer.

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Okta is rethinking the traditional work environment, providing our employees with the flexibility to be their most creative and successful versions of themselves, no matter where they are located.  We enable a flexible approach to work, meaning for roles where it makes sense, you can work from the office, or from home, regardless of where you live.  Okta invests in the best technologies and provides flexible benefits and collaborative work environments/experiences, empowering employees to work productively in a setting that best and uniquely suits their needs.  Find your place at Okta https://www.okta.com/company/careers/. 

By submitting an application, you agree to the retention of your personal data for consideration for a future position at Okta.  More details about Okta’s privacy practices can be found at: https://www.okta.com/privacy-policy.

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