Senior Executive Assistant

Okta is seeking a strategic, highly proactive, and tech-forward Senior Executive Assistant to partner directly with our Chief Product Officer (CPO).

As the CPO’s operational right hand, you will optimize executive bandwidth, drive team cadence, and handle complex logistics across our global product organization. You are an early adopter of technology who actively leverages modern AI tools and workflow automation to draft executive communications, synthesize information, and eliminate routine administrative friction. Based in one of our core regional hubs (SF, Seattle, Chicago, NYC, or Toronto), you will oversee company offsite planning, manage high-touch customer engagements, evaluate speaking requests, and ensure monthly product team meetings execute seamlessly.

Key Responsibilities

1. Calendar, Cadence & Speaking Engagement Management

• Strategic Calendar Architecture: Proactively manage a multi-time-zone calendar (PST through EST). Protect critical deep-work time for product strategy while balancing internal syncs, customer engagements, and public speaking duties.
• Speaking Requests & Inbound Pipeline: Triage, evaluate, and track all incoming external and internal speaking invitations (keynotes, industry panels, podcasts, company town halls). Coordinate presentation deck prep, speaker briefs, and travel logistics.
• Operational Triage & Smart Workflows: Serve as the strategic filter for incoming communications. Leverage automation and smart triage practices to filter requests, automate scheduling follow-ups, and surface urgent product/customer matters.

1. Meeting Preparation & Event Production

• Monthly Product Team Meetings: Own end-to-end execution for monthly product leadership and team-wide syncs. Drive agenda setting, content/deck consolidation, tech logistics, and post-meeting action item tracking.
• Onsites & Offsites Planning: Lead the end-to-end planning, budgeting, and execution for company/leadership onsites, regional team gatherings, executive retreats, and product summit events.
• Executive Customer Engagements: Coordinate high-value customer briefings, Customer Advisory Board sessions, enterprise customer escalations, and cross-functional sales alignment meetings.

1. Executive Communications & AI-Driven Efficiency

• AI-Assisted Writing & Draft Preparation: Utilize generative AI tools to draft, refine, and edit internal communications, meeting summaries, briefing documents, and initial email responses matching the CPO’s tone.
• Task & Process Automation: Proactively identify repetitive administrative workflows and implement AI-driven tools or automation to increase operational speed and efficiency.
• Complex Travel & Multi-Hub Logistics: Organize seamless domestic and international/cross-border travel for multi-city hub visits, customer meetings, and offsite events.
• Discretion & Security: Handle sensitive information regarding unannounced product roadmaps, organizational updates, acquisitions, and executive communications with complete confidentiality.

Qualifications & Key Competencies

• Experience:7+ years of administrative support experience, with 3+ years directly supporting a C-level or SVP executive in high-growth enterprise SaaS or security.
• AI & Automation Proficiency: Practical experience leveraging generative AI tools (e.g., ChatGPT, Claude, Gemini, Copilot) for writing, research, and content drafting, alongside modern automation tools to streamline recurring administrative tasks.
• Event & Offsite Management: Proven track record planning and executing high-impact executive offsites, team onsites, and multi-day events.
• Location Flexibility: Ability to work in a hybrid capacity from an Okta hub in San Francisco, Seattle, Chicago, New York, or Toronto.
• Time-Zone & Cross-Border Proficiency: Skill in managing multi-time-zone schedules (PST to EST and international) and cross-border travel logistics.
• Tech Ecosystem Mastery: Advanced proficiency in Google Workspace, Slack, project management tools (Jira, Confluence, Asana, or similar), and modern productivity software.
• Resourcefulness & Calm Under Pressure: Proven ability to pivot quickly when product priorities, speaking schedules, or customer escalations shift dynamic schedules.
• Communication Style: Sharp, articulate, and diplomatic—capable of engaging confidently with software engineers, enterprise customers, and event organizers.

Why This Role Matters: At Okta, product vision drives our mission to secure identity everywhere. By blending AI-driven efficiency, event management, and executive alignment, you directly empower the CPO to focus on strategy, innovation, and product velocity.

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