Executive Assistant II

• Executive Assistant to the CEO

  Collibra is seeking an experienced Executive Assistant to support our Chief Executive Officer in making the best use of his time across a global business. Based in New York, you will own his calendar, travel, and day-to-day coordination, working closely with our Workplace team in Brussels and Collibrians across the company. 

  The CEO will be your primary focus. You will also manage scheduling, travel, and expenses for the Chief People Officer and Chief Technology Officer, with the CEO’s needs taking priority when requests overlap. 

  This role suits someone who enjoys the art and science of executive support: understanding priorities, anticipating needs, and getting the details right. You will have significant autonomy to resolve scheduling and logistical issues, with the judgment to know when to involve the CEO.

  Location and schedule

  Our CEO splits his time between Brussels and New York, working on a European schedule approximately half the time. This role is based in our New York City Financial District office, with at least four days per week in office and a regular schedule that aligns with his location. All hours below are Eastern Time.

  • When the CEO is in Europe: Monday - Thursday, 6:00 - 9:00 a.m. remote and 10:00 a.m. - 3:00 p.m. in office. Fridays are fully remote, 6:00 a.m. - 3:00 p.m.
  • When the CEO is in the US: Monday - Thursday, 9:00 a.m. - 5:00 p.m. in office, with Fridays remote, unless needed in office. 

  Supporting a global CEO requires availability beyond these regular hours. You will be expected to monitor and respond to time-sensitive needs in the early mornings, evenings, and on weekends, including changes to travel, scheduling, and other urgent requests.

  The Executive Assistant to the CEO at Collibra is responsible for

  • Managing the CEO’s calendar across multiple time zones, assessing requests for his time, resolving conflicts, and keeping his schedule aligned with business priorities.
  • Managing the Executive Committee’s (ExCom) meeting cadence, coordinating agendas and advance materials, documenting decisions, and tracking action items and follow-through.
  • Managing the preparation and process for executive strategic planning sessions, including timelines, pre-work, facilitator guides, and draft working materials, and capturing decisions and next steps.
  • Managing coordination and tracking for the Executive Sponsor Program, which connects senior leaders with strategic accounts, partnering with account teams to prepare executives and track commitments and follow-up.
  • Maintaining a central record of CEO customer meetings and other executive customer engagements, including briefing materials, key discussion points, decisions, and follow-up, so teams can build on previous interactions.
  • Planning an preparing the CEO for stakeholder meetings, and media or speaking engagements by gathering and synthesizing input from partners into concise briefings, and maintaining a central record of executive customer engagements, key discussion points, commitments, and follow-up.
  • Building and maintaining reusable AI-powered workflows to support executive preparation, meeting documentation, and follow-up, with appropriate safeguards for confidential information and human review.
  • Arranging domestic and international travel, including flights, hotels, ground transportation, visas, and detailed itineraries, and responding quickly when plans change.
  • Managing expenses and coordinating procurement, vendor, and approval workflows through Navan and Zip, ensuring submissions are accurate and processed on time.
  • Coordinating logistics for leadership meetings, offsites, and executive events, partnering with internal teams.
  • Managing scheduling, travel, and expenses for the Chief People Officer and Chief Technology Officer.
  • Building trusted relationships across the business to gather context, coordinate requests and legal document signatures, and keep administrative work moving.
  • Welcoming visitors and coordinating executive meetings in the New York office.
  • Handling occasional personal requests with discretion and professionalism.

  You have

  • 8+ years of experience supporting senior executives, including a CEO or other C-suite executive, with experience balancing the needs of multiple executives.
  • Experience managing executive team meeting processes and cross-functional programs, including preparing working materials, documenting decisions, and following up with senior leaders on commitments.
  • Extensive experience managing complex calendars and international travel across multiple time zones. Experience supporting a Europe-based or globally distributed executive is a strong plus.
  • Hands-on experience building repeatable AI workflows beyond one-off prompting. You can structure reusable context and instructions, set up AI projects, and automate recurring work using agents or similar tools. You should be prepared to walk through a specific workflow you built, explain how you tested its reliability, and describe how you handled sensitive information.
  • Excellent judgment and a demonstrated ability to handle highly confidential information, including Board-level materials and sensitive business and people matters.
  • Strong written and verbal communication skills, including the ability to synthesize input from multiple stakeholders into clear, concise executive briefing materials.
  • A track record of anticipating needs, resolving competing priorities independently, and following through as circumstances change.
  • Advanced proficiency with Google Workspace and Microsoft Office, including preparing executive-level presentations and maintaining spreadsheets. 
  • Experience using travel, expense, procurement, and electronic signature platforms such as Navan, Zip, and DocuSign, alongside collaboration tools such as Slack and Zoom.
  • Experience managing expenses, budgets, and administrative processes.
  • A bachelor's degree or equivalent professional experience is required.
  • Experience working in a SaaS or enterprise software environment is preferred.
  • Fluency in Dutch or French is preferred. 
  • This position is not eligible for visa sponsorship.

  You are

  • Highly organized and dependable, with a keen eye for detail and an understanding of the priorities behind the work.
  • Calm under pressure, able to adapt quickly and make thoughtful decisions as plans change.
  • Proactive and resourceful, comfortable taking ownership, solving problems independently, and knowing when to ask for input.
  • Warm, professional, and respectfully direct, able to build trusted relationships across levels, locations, and time zones.
  • Curious about better ways of working and willing to experiment, while applying sound judgment about accuracy and confidentiality.
  • Comfortable handling both complex coordination and routine administrative tasks with care.
  • Discreet and trustworthy, handling sensitive information and requests with professionalism.

  Executive Assistant to the CEO

  Collibra is seeking an experienced Executive Assistant to support our Chief Executive Officer. In this role, you'll be responsible for managing the day-to-day logistics that keep our CEO operating efficiently, from complex calendar management and global travel to meeting coordination and administrative support.

  The ideal candidate is highly organized, proactive, and thrives on staying one step ahead. You'll anticipate needs, solve problems before they arise, and ensure every detail is handled with care. You'll work closely with the CEO and partner with colleagues across the business to make the best use of his time, enabling him to stay focused on leading the company.

  While your primary responsibility will be supporting the CEO, you'll also provide support to other senior leaders as business needs require.

  You'll operate as part of the Office of the CEO, partnering daily with the CEO's NYC-based CEO Operations & Events Lead. While you own the CEO's day-to-day logistics of scheduling execution, executive briefings, client meeting tracking, travel, expenses, and Brussels-based coordination,  the Office of the CEO owns strategic calendar oversight, and ExCom operations. This partnership ensures seamless coverage across time zones and that our CEO has coverage across our two main offices; Brussels & New York.

  This is a hybrid role based in our Brussels office. Our hybrid model means you'll work from the office at least four days each week. This role also requires some evening overlap with US East Coast working hours along with occasional early morning meetings across EMEA time zones.

  Executive Assistants at Collibra are responsible for

  • Providing comprehensive administrative support to the CEO with the highest level of discretion, anticipating needs before they arise and ensuring every meeting is confirmed, prepped, and logistically sound.
  • Monitoring incoming communications and requests for the CEO's time, proactively resolving conflicts and exercising sound judgment to balance competing priorities and keep the CEO focused on what matters most.
  • Coordinating all aspects of domestic and international travel including flights, hotels, ground transportation, visas, and detailed itineraries, while managing procurement, vendor, and expense approval workflows via Zip and Navan and reconciling the CEO's expenses - ensuring nothing bottlenecks.
  • Supporting the planning and execution of leadership meetings, offsites, and executive events in close partnership with the NYC-based CEO Operations and Events Lead, staying several steps ahead to ensure seamless coverage across Brussels and New York.
  • Acting as the connective tissue across the business by building strong relationships, facilitating communication, coordinating legal document execution, and gathering EMEA-side context to support client visit briefs.
  • Welcoming visitors and coordinating executive meetings in the Brussels office, while providing administrative support to other senior leaders and handling occasional personal requests with professionalism and care.

  You have

  • 8-10 years of experience supporting senior executives, including experience supporting a C-suite executive.
  • Extensive experience managing complex calendars, international travel, and executive scheduling across multiple time zones.
  • Exceptional organizational and time management skills, with the ability to anticipate needs and stay several steps ahead.
  • Strong written and verbal communication skills and a warm, professional, customer-focused approach.
  • Excellent judgment and the ability to handle highly confidential information with complete discretion, including regular exposure to Board-level materials and sensitive company information..
  • Advanced proficiency with Google Workspace and Microsoft Office, particularly Google Calendar, Google Sheets, Google Slides, Excel, and PowerPoint.
  • Experience with modern executive operations tooling; Navan, Zip (or comparable travel and procurement platforms), DocuSign, Slack, and Zoom.
  • Experience leveraging AI to work more efficiently
  • Experience managing expenses, budgets, and administrative processes.
  • Experience working in a SaaS or enterprise software environment is preferred.
  • A bachelor's degree or equivalent professional experience.

  You are

  • Highly organized, proactive, and dependable.
  • Calm under pressure and able to manage multiple competing priorities with confidence.
  • An exceptional planner who enjoys creating order and solving logistical challenges.
  • Detail-oriented without losing sight of the bigger picture.
  • Able to anticipate needs and adapt quickly as priorities change.
  • Comfortable working independently while building strong relationships across the organization.
  • Willing to roll up your sleeves-no task is too small.
  • Trusted to handle sensitive and confidential information with professionalism and sound judgment.

Benefits at Collibra

Collibra recognizes and values that everyone has different needs, interests, and life goals. We built our benefits program with flexibility in mind to support you and your loved ones through a diverse range of circumstances and life events. These flexible offerings sit on a foundation of competitive compensation, health coverage, and time off. Learn more about Collibra’s benefits.

We create inclusion and belonging through how we onboard, meet, connect, engage, and communicate. Learn more about diversity, equity, and inclusion at Collibra.

At Collibra, we’re proud to be an equal opportunity employer. We realize the key to creating a company with a world-class culture and employee experience comes from who we hire and creating a workplace that celebrates everyone.

With this, we proudly consider qualified applicants without regard to race, color, religion, creed, gender, national origin, age, disability, veteran status, sexual orientation, pregnancy, sex, gender identity, gender expression, genetic information, physical or mental disability, HIV status, registered domestic partner status, caregiver status, marital status, veteran or military status, citizenship status or any other legally protected category. If you have a need that requires accommodation, let us know by completing our  Accommodations for Applicants form.