Executive Assistant

 Executive Assistant - Palo Alto, CA

We are excited to welcome a highly driven and proactive Executive Assistant to support our Chief Legal Officer (CLO) and Chief Information Security Officer (CISO) at our Palo Alto headquarters! This role is critical in ensuring seamless operations for our legal and security teams, empowering them to focus on strategic initiatives that drive Rubrik’s mission forward.

The ideal candidate is a detail-oriented problem-solver with exceptional communication skills, a knack for anticipating needs, and a passion for enabling executive teams to operate at their best. If you thrive in a fast-paced, high-impact environment and are eager to be part of a company securing the world’s data, we’d love to hear from you!

What You'll be Doing:

Calendar Management and Meeting Coordination

• Provide comprehensive support, including proactive calendar management, conducting weekly/monthly calendar audits to avoid conflicts, and timely rescheduling for vacations, conferences, travel, and holidays.
• Ensure calendared items are prioritized correctly to meet organizational goals
• Organize and coordinate meetings, offsites, training programs, and events, managing logistics in partnership with the Workplace team.
• Prepare meeting agendas, take notes, follow up on action items, and suggest next steps
• Create and manage content for the Legal and Information Security Team All Hands decks and other key meetings, ensuring timely completion for review and edits with appropriate stakeholders

Travel Planning

• Arrange domestic and international travel, accommodations, and itineraries for the CLO and CISO and the Legal Leadership Team
• Provide best practices and guidance on travel arrangements to optimize expenses and efficiency.
• Proactively monitor travel and address potential travel issues that may arise.
• Manage travel finances and expenses by supervising the creation and submission of expense reports, tracking previous and future travel costs, and ensuring prompt submissions with precise forecasting.

Team Collaboration

• Build strong relationships to foster a positive, collaborative, and productive work environment.
• Maintain CLO and CISO Team distribution lists and Slack channels, conducting monthly audits.
• Coordinate celebrations for team milestones and events (e.g., anniversaries, bereavement, birthdays, project completions).
• Be responsive to team and executive communications, including outside normal business hours.
• Maintain the confidentiality of sensitive information with professionalism.
• Collaborate with other EAs to align executive staff priorities, travel plans, and key dates/events.
• Develop a system for collecting feedback from the team to improve support and collaboration.

Project Management & Strategic Initiative Support

• Support strategic project activities for the CLO leadership team.
• Manage multiple projects simultaneously, prioritizing tasks and meeting deadlines.
• Proactively address challenges to ensure smooth operations.
• Assist with team recognition activities and support onsite Exec Interviews for VP+ candidates.
• Create Purchase Requisitions, manage vendor invoices, and track budget availability against spending requests.
• Develop project tracking systems to ensure initiatives are completed on time and within budget.

Experience You'll Need:

• Minimum 5+ years supporting senior-level executives in person.
• Experience in Legal or supporting a Legal leader is a plus.
• A bachelor’s degree is a plus.
• Advanced proficiency with GSuite applications and other key software (Word, Excel, PowerPoint).
• Demonstrated ability to leverage technology and tools to enhance productivity and efficiency.
• Ability to function well in a high-paced environment and perform additional duties as assigned.
• Use discretion, confidentiality, and good judgment in handling C-Level related matters.
• Strong business sense with the ability to prioritize and make sound judgment calls.
• Commitment to excellence, performing duties consistently at a high level.
• Excellent communication skills, and professional interaction with all levels.
• Team-oriented approach and dedicated service focus.
• Flexible and adaptable to changing priorities and urgent requests.
• Ability to think creatively with a sense of urgency.

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