Executive Assistant

Job Title:

Executive Assistant

About Skyhigh Security:

Skyhigh Security is a dynamic, fast-paced, cloud company that is a leader in the security industry.  Our mission is to protect the world’s data, and because of this, we live and breathe security. We value learning at our core, underpinned by openness and transparency. 

Since 2011, organizations have trusted us to provide them with a complete, market-leading security platform built on a modern cloud stack. Our industry-leading suite of products radically simplifies data security through easy-to-use, cloud-based, Zero Trust solutions that are managed in a single dashboard, powered by hundreds of employees across the world. With offices in Santa Clara, Aylesbury, Paderborn, Bengaluru, Sydney, Tokyo and more, our employees are the heart and soul of our company. 

Skyhigh Security Is more than a company; here, when you invest your career with us, we commit to investing in you. We embrace a hybrid work model, creating the flexibility and freedom you need from your work environment to reach your potential. From our employee recognition program, to our ‘Blast Talks' learning series, and team celebrations (we love to have fun!), we strive to be an interactive and engaging place where you can be your authentic self. 

We are on these too! Follow us on LinkedIn and Twitter@SkyhighSecurity.

Role Overview:

Reporting directly to the Global Head of Administrative Services, the Executive Assistant will provide high-level, administrative support to senior executives. Duties include administrative, travel and meetings preparing presentations and reports. This position requires a high level of diplomacy, confidentiality and discretion. The Executive Assistant must have the ability to exercise sound judgment in a variety of situations and requires strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The person will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure.

About the Position

Reporting directly to the Global Head of Administrative Services, the Executive Assistant will provide high-level, administrative support to senior executives.  Duties include administrative, travel and meetings preparing presentations and reports. This position requires a high level of diplomacy, confidentiality and discretion.  The Executive Assistant must have the ability to exercise sound judgment in a variety of situations and requires strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The person will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure. 

Key Responsibilities

Calendar Management:

• Manage and coordinate complex schedules for executives, including meetings, travel, and conferences.

•  Prioritize and manage multiple tasks and projects simultaneously, and follow through on issues in a timely manner.

Communication:

• Serve as the primary point of contact between executives and internal/external stakeholders.

• Handle confidential information with discretion.

Travel Coordination:

• Organize detailed travel plans, itineraries, and agendas.

•  Coordinate travel arrangements, including flights, accommodations, and ground transportation.

 Meeting and Event Planning:

•  Plan and coordinate executive meetings, including agenda preparation, logistics, and follow-up.

•  Organize corporate events, retreats, and off-site meetings.

Administrative Support:

• Prepare and edit correspondence, reports, presentations, and other documents.

• Maintain comprehensive and accurate records, including expense reports.

• Assist in the execution of ad-hoc projects as approved by the manager, ensuring bandwidth.

• Collaborate with various departments to support cross-functional initiatives.

Document Management:

• ​Maintain and organize important documents, ensuring they are accessible and up-to-date.

• Plan, coordinate and ensure the Executive’s schedule is up to date and accurate.

• Maintain comprehensive and accurate records, including expense reports.

• Assist in the execution of ad-hoc projects as approved by the manager, ensuring bandwidth.

• Collaborate with various departments to support cross-functional initiatives..

• Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.

• Act as Gatekeeper / Gateway role, creating win-win situations for direct access to Executive's time and office

• Provide a bridge for smooth communication between the Executive's office and internal departments.

• Serve as the Executive’s administrative liaison to the Senior Management Team  including coordinating meetings, arrange travel, process travel reimbursement requests, and prepare and distribute Board meeting materials.

• Schedule and coordinate management meetings prepare materials for review prior to the meetings, and take and distribute notes.

• Prioritize conflicting needs, manage matters expeditiously, proactively, and follow-through on projects to successful completion within deadlines.

• Successfully complete critical deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks that facilitate the Executive’s ability to effectively lead the company.

• Assist in coordinating the agenda of senior management team meetings.

• Prepare an account of meetings and follow up on assigned action items.

• Maintain high standards of personal integrity and performance.

• Perform a variety of special projects as requested by the Executive and Senior Executive Team members.

Qualifications and Experience 

• 5-10 years of experience as an Executive Assistant to C-Level Executives within the technology industry with a Global or multinational company..

• Requires strong project management experience; PMI preferred.

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and high level of professionalism and discretion.

• Very strong interpersonal skills with the ability to build relationships with stakeholders including staff, Board members and external partners; including excellent attention to details.

• Proven experience in managing complex schedules and coordinating international travel.

• Proficiency in (Word, Excel, PowerPoint, Google).

• Exceptional organizational and time-management skills.

• Strong written and verbal communication abilities.

• High level of discretion and confidentiality.

• Excellent interpersonal skills and the ability to build relationships with stakeholders.

• Proactive: Anticipates needs and takes initiative without being prompted.

• Adaptability to a fast-paced and changing environment.

• Expert level writing, editing, grammatical, organizational and research skills.

• Positive 'Can-Do' attitude; ready, available and willing to get the job done.  Ex

• Demonstrate a proactive approach to problem-solving with strong decision-making capability.

• Consistently meets deadlines and takes responsibility.

• Highly resourceful team-player.

• Proven ability to handle confidential information with discretion.

• Adaptable to various competing demands and demonstrated the highest level of client service.

• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.

• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors

• Expert level written and verbal communication skills. Foreign languages are a Plus.

• Resourceful: Finds creative solutions to problems and obstacles.

• Dependable: Reliable and trustworthy in managing sensitive information.

• Culturally Aware: Sensitive to cultural differences and skilled at working with a diverse, global team.

• Emotional maturity

• Forward thinker who actively seeks opportunities and proposes solutions.

• Prior experience in booking complex international travel itineraries.

• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint).

• Bachelor’s degree preferred or associate degree with equivalent work experience.

Work Environment:

• Work Hours:

• Flexibility to accommodate different time zones and urgent tasks outside of regular business hours.

• Location: San Jose, CA

• Remote or in-office as required. Ability to travel occasionally for business needs.

Company Benefits and Perks:

We believe that the best solutions are developed by teams who embrace each other's unique experiences, skills, and abilities. We work hard to create a dynamic workforce where we encourage everyone to bring their authentic selves to work every day. We offer a variety of social programs, flexible work hours and family-friendly benefits to all of our employees.

• Retirement Plans

• Medical, Dental and Vision Coverage

• Paid Time Off

• Paid Parental Leave

• Support for Community Involvement

We're serious about our commitment to a workplace where everyone can thrive and contribute to our industry-leading products and customer support, which is why we prohibit discrimination and harassment based on race, color, religion, gender, national origin, age, disability, veteran status, marital status, pregnancy, gender expression or identity, sexual orientation or any other legally protected status.