Executive Assistant (to CEO & Co-Founder) / Office Manager, Global HQ

Description

Keeper is hiring a driven, self-managed Executive Assistant to support our CEO & Co-Founder while overseeing office management for our Global Headquarters in Chicago, IL. This is a highly visible, people-focused role combining executive support and office leadership. This position is required to be on-site. 

Keeper’s cybersecurity software is trusted by millions of people and thousands of organizations, globally. Keeper is published in 23 languages and is sold in over 150 countries. Join one of the fastest-growing cybersecurity companies and be an instrumental and integral part of managing our headquarters in Chicago.

About Keeper

Keeper Security is transforming cybersecurity for people and organizations globally. Keeper’s intuitive solutions are built with end-to-end encryption to protect every user, on every device, in every location. Our zero-trust privileged access management platform deploys in minutes and seamlessly integrates with any tech stack to prevent breaches, reduce help desk costs and ensure compliance. Trusted by millions of individuals and thousands of organizations, Keeper is the leader for password, passkey and secrets management, privileged access, secure remote access and encrypted messaging. Learn how our zero-trust and zero-knowledge solutions defend against cyber threats at KeeperSecurity.com.

About the Role

The Executive Assistant / Office Manager of our global HQ will be a highly organized, process-driven and people-oriented professional who thrives in a fast-paced, hard-working and fun-filled environment. This individual will manage daily office operations consistent with our company’s brand and values while working hand-in-hand with our Executive Assistant to ensure seamless executive support, travel coordination and calendar management.

This role will serve as a key operational hub for our Chicago headquarters, collaborating closely with our global office managers to create unified, scalable processes and an exceptional workplace experience for all employees and visitors.

Responsibilities

• Provide executive assistant support to the CEO & Co-founder, including calendar management, travel coordination (domestic and international), expense reporting and clerical support
• Direct and own all office management, including reception, building access, mail services, conference services, catering, basic technical support and general support for our Chicago office
• Manage executive scheduling priorities, ensuring seamless communication and workflow between leadership, teams and external stakeholders
• Coordinate and execute complex travel arrangements, itineraries and logistical details for executive leadership
• Assist with preparing presentations, reports and correspondence on behalf of the executive team
• Manage sensitive and confidential information with the utmost discretion and professionalism
• Plan, organize and execute all office events, team-building activities and company gatherings, including venue selection, catering, transportation and communications
• Champion a positive, inclusive and high-energy workplace culture by fostering engagement and ensuring all employees and visitors feel welcome and supported
• Communicate regularly with company leadership to provide updates, flag operational issues and suggest improvements to office systems and processes
• Maintain a unified working relationship with teams in our global offices
• Liaise with building management, facilities vendors and subcontractors to ensure timely and satisfactory performance of services
• Responsible for ordering beverages, snacks and meals, maintaining stock of supply and expiration
• Support the corporate finance team with basic administrative tasks such as invoice processing, expense tracking and budget reconciliation
• Perform general administrative tasks, data entry and occasional office errands as needed to support smooth daily operations

Requirements

• 3+ years of experience in executive administration and/or office management, preferably in a fast-paced tech or creative environment
• Proven experience supporting senior executives to coordinate travel, scheduling and logistics
• Strong knowledge of domestic and international travel arrangements, meeting coordination and event planning
• Superior organizational and problem-solving skills with a proactive, service-oriented mindset
• Exceptional interpersonal and communication skills with the ability to build relationships at all levels of the organization
• Ability to multitask and prioritize effectively in a dynamic environment where priorities may shift rapidly
• High level of professionalism, discretion and attention to detail
• Excellent computer skills, ie. Google Suite, Excel 
• Must reside in or near Chicago with the ability to be on-site daily

Benefits

• Medical, Dental & Vision (inclusive of domestic partnerships)
• Employer Paid Life Insurance & Employee/Spouse/Child Supplemental life
• Voluntary Short/Long Term Disability Insurance
• 401K (Roth/Traditional)
• A generous PTO plan that celebrates your commitment and seniority (including paid Bereavement/Jury Duty, etc)
• Above market annual bonuses

Keeper Security, Inc. is an equal opportunity employer and participant in the U.S. Federal E-Verify program. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Classification: Exempt

 

Keeper Candidate Privacy Notice

This notice explains how Keeper Security processes your personal data during recruitment. Depending on the role and location, the Controller of personal data (the organization responsible for determining why and how personal data is processed) will be Keeper Security Inc. (US), Keeper Security EMEA Ltd. (Ireland), or Keeper Security APAC K.K (Japan).

1. Data We Collect

Information You provide:

• Contact details, CV/resume, cover letter
• Employment history, qualifications, work eligibility
• Application responses and uploaded documents

Information We generate:

• Interview notes, assessments, communications
• Scheduling information

Information From Others:

• Recruiter/referral information who submit your profile
• References (with your consent, before final offer)
• Public professional profiles
• Background verification (post offer)

Voluntary Diversity and Equal Opportunity Information

• We may ask you to voluntarily provide diversity information including race/ethnicity, gender, disability status and veteran status (US). Providing this information is optional and Keeper collects this data in order to comply with EEOC and similar requirements

2. How We Use Your Data

• Assess your application and suitability
• Manage interviews and recruitment workflow
• Consider you for other/future roles (we may seek your consent to keep your information on our systems beyond the retention period specified)
• Comply with employment law obligations

3. Legal Basis

• Legitimate Interests (recruitment management, security and integrity of the hiring process)
• Contracting steps (for progressed candidates)
• Legal and regulatory compliance obligations; explicit consent where required

4. Who We Share Information With

Internal:

• HR, hiring managers, interviewers*, IT support for system administration

*Note - diversity and equal opportunity data is not shared with hiring managers.

Third Parties:

Service providers who assist with:

• Applicant tracking, recruitment systems and assessment providers
• Background verification vendors (post offer)
• Recruitment agencies (where applicable)
• Tools to support communication, collaboration and to securely store your data

Keeper ensures that all our third parties are contractually bound to protect your personal data with adequate safeguards in place.

5. International Transfers

Your data may be accessed by Keeper entities globally as needed for the purposes of hiring and decision making. We protect any such data transfer between Keeper entities using appropriate safeguards under applicable data protection laws.

6. Security

We implement appropriate technical and organizational measures to protect your data, consistent with our industry leading security standards.

7. Retention

We keep your data for 24 months from your last application activity, then delete or anonymize it.

Exceptions:

• You opt into our talent database for further retention by providing consent (extended retention)
• You're hired (transfers to employee records)

8. Your Rights

You have the following rights and can contact us at the email below to exercise them:

• Access, correct, or delete your data, subject to applicable law and retention requirements
• Object to or restrict processing
• Withdraw consent (where applicable)
• Request data portability
• Lodge a complaint with your data protection authority

If you become an employee, your rights regarding your employee record are governed by our internal Employee Privacy Notice and certain data will be retained as required under relevant laws such as employment or tax law. 

When you request access to your personal data, some information may be redacted if it includes the personal data of other individuals or information that we must protect in order to preserve their privacy rights.

9. Automated Decisions

Keeper does not make hiring decisions using solely automated processing.

10. Contact - Candidates can send privacy questions to: privacy@keepersecurity.com