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Job Summary

 Sr. Executive Assistant - Palo Alto, CA

We are excited to welcome a highly driven and proactive Sr. 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 7+ 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.

#LI-KY1

 

The minimum and maximum hourly rate for this role are posted below; additionally, the role is eligible for bonus potential, equity and benefits. The range displayed reflects the minimum and maximum target for new hire hourly rates for the role based on U.S. location. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.

US Pay Range
$115,700—$173,600 USD

Join Us in Securing the World's Data

Rubrik (NYSE: RBRK) is on a mission to secure the world’s data. With Zero Trust Data Security™, we help organizations achieve business resilience against cyberattacks, malicious insiders, and operational disruptions. Rubrik Security Cloud, powered by machine learning, secures data across enterprise, cloud, and SaaS applications. We help organizations uphold data integrity, deliver data availability that withstands adverse conditions, continuously monitor data risks and threats, and restore businesses with their data when infrastructure is attacked.

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Inclusion @ Rubrik

At Rubrik, we are dedicated to fostering a culture where people from all backgrounds are valued, feel they belong, and believe they can succeed. Our commitment to inclusion is at the heart of our mission to secure the world’s data.

Our goal is to hire and promote the best talent, regardless of background. We continually review our hiring practices to ensure fairness and strive to create an environment where every employee has equal access to opportunities for growth and excellence. We believe in empowering everyone to bring their authentic selves to work and achieve their fullest potential.

Our inclusion strategy focuses on three core areas of our business and culture:

  • Our Company: We are committed to building a merit-based organization that offers equal access to growth and success for all employees globally. Your potential is limitless here.

  • Our Culture: We strive to create an inclusive atmosphere where individuals from all backgrounds feel a strong sense of belonging, can thrive, and do their best work. Your contributions help us innovate and break boundaries.

  • Our Communities: We are dedicated to expanding our engagement with the communities we operate in, creating opportunities for underrepresented talent and driving greater innovation for our clients. Your impact extends beyond Rubrik, contributing to safer and stronger communities.

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Rubrik is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

Rubrik provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Rubrik complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. 

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  1. Confidential Information. In connection with a potential business relationship or other business purposes, Rubrik, Inc. (the “Company”) has granted you (the individual or entity named below) access, or may grant you access, to business, technical or other nonpublic information, materials and/or ideas (“Confidential Information,” which term shall include, without limitation, anything you learn or discover as a result of exposure to or analysis of any Confidential Information).
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  7. Miscellaneous.  The terms of this Agreement will remain in effect with respect to any particular Confidential Information until you can document that such Confidential Information falls into one of the exceptions stated in Section 2 above.  You acknowledge and agree that due to the unique nature of the Confidential Information, any breach of this Agreement would cause irreparable harm to Company for which damages are not an adequate remedy, and that Company shall therefore be entitled to equitable relief in addition to all other remedies available at law.  This Agreement is personal to you, nonassignable by you, governed by the internal laws of the State of California and may be modified or waived only in writing signed by both parties.  If any provision of this Agreement is found to be unenforceable, such provision will be limited or deleted to the minimum extent necessary so that the remaining terms remain in full force and effect.  The prevailing party in any dispute or legal action regarding the subject matter of this Agreement shall be entitled to recover attorneys’ fees and costs.
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