{"id":1531925,"url":"https://alion.io/job/collibra-executive-assistant-ii-2","title":"Executive Assistant II","company":{"id":6598,"name":"Collibra","domain":"collibra.com","url":"https://alion.io/company/collibra","size_band":"501-1000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Greenhouse","truth_index":{"grade":"A","score":100,"open_postings":3,"ghost_share":0,"stale_share":0,"repost_share":0,"time_to_fill_p50_days":58,"computed_at":"2026-10-02T05:45:00Z"}},"role":"Administrative","role_family":"Administrative","seniority":"middle","employment_type":null,"work_mode":"hybrid","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["New York, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":52000,"max_usd":102000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":856},"experience_years_min":8,"visa_sponsorship":true,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Collibra","optional":false},{"name":"Google Calendar","optional":false},{"name":"Google Sheets","optional":false},{"name":"Google Workspace","optional":false},{"name":"Microsoft Office","optional":false},{"name":"Slack","optional":false}],"status":"closed","first_seen_at":"2026-09-30T13:07:14Z","employer_posted_date":"2026-09-30","last_verified_at":"2026-10-02T21:17:54Z","board_verified":false,"closed_at":"2026-10-02T21:17:54Z","days_open":2,"trust":{"level":"not_scored","repost_count":null,"flags":[],"days_open":2},"description":"Executive Assistant to the CEO\n\nCollibra 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. \nThe 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. \nThis 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.\nLocation and schedule\nOur 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.\nWhen 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.\nWhen 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. \nSupporting 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.\n\nThe Executive Assistant to the CEO at Collibra is responsible for\nManaging the CEO’s calendar across multiple time zones, assessing requests for his time, resolving conflicts, and keeping his schedule aligned with business priorities.\nManaging the Executive Committee’s (ExCom) meeting cadence, coordinating agendas and advance materials, documenting decisions, and tracking action items and follow-through.\nManaging 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.\nManaging 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.\nMaintaining 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.\nPlanning 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.\nBuilding and maintaining reusable AI-powered workflows to support executive preparation, meeting documentation, and follow-up, with appropriate safeguards for confidential information and human review.\nArranging domestic and international travel, including flights, hotels, ground transportation, visas, and detailed itineraries, and responding quickly when plans change.\nManaging expenses and coordinating procurement, vendor, and approval workflows through Navan and Zip, ensuring submissions are accurate and processed on time.\nCoordinating logistics for leadership meetings, offsites, and executive events, partnering with internal teams.\nManaging scheduling, travel, and expenses for the Chief People Officer and Chief Technology Officer.\nBuilding trusted relationships across the business to gather context, coordinate requests and legal document signatures, and keep administrative work moving.\nWelcoming visitors and coordinating executive meetings in the New York office.\nHandling occasional personal requests with discretion and professionalism.\n\nYou have\n8+ years of experience supporting senior executives, including a CEO or other C-suite executive, with experience balancing the needs of multiple executives.\nExperience managing executive team meeting processes and cross-functional programs, including preparing working materials, documenting decisions, and following up with senior leaders on commitments.\nExtensive experience managing complex calendars and international travel across multiple time zones. Experience supporting a Europe-based or globally distributed executive is a strong plus.\nHands-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.\nExcellent judgment and a demonstrated ability to handle highly confidential information, including Board-level materials and sensitive business and people matters.\nStrong written and verbal communication skills, including the ability to synthesize input from multiple stakeholders into clear, concise executive briefing materials.\nA track record of anticipating needs, resolving competing priorities independently, and following through as circumstances change.\nAdvanced proficiency with Google Workspace and Microsoft Office, including preparing executive-level presentations and maintaining spreadsheets. \nExperience using travel, expense, procurement, and electronic signature platforms such as Navan, Zip, and DocuSign, alongside collaboration tools such as Slack and Zoom.\nExperience managing expenses, budgets, and administrative processes.\nA bachelor's degree or equivalent professional experience is required.\nExperience working in a SaaS or enterprise software environment is preferred.\nFluency in Dutch or French is preferred. \nThis position is not eligible for visa sponsorship.\n\nYou are\nHighly organized and dependable, with a keen eye for detail and an understanding of the priorities behind the work.\nCalm under pressure, able to adapt quickly and make thoughtful decisions as plans change.\nProactive and resourceful, comfortable taking ownership, solving problems independently, and knowing when to ask for input.\nWarm, professional, and respectfully direct, able to build trusted relationships across levels, locations, and time zones.\nCurious about better ways of working and willing to experiment, while applying sound judgment about accuracy and confidentiality.\nComfortable handling both complex coordination and routine administrative tasks with care.\nDiscreet and trustworthy, handling sensitive information and requests with professionalism.\nExecutive Assistant to the CEO\nCollibra 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.\n\nThe 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.\n\nWhile your primary responsibility will be supporting the CEO, you'll also provide support to other senior leaders as business needs require.\n\nYou'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.\n\nThis 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.\n\nExecutive Assistants at Collibra are responsible for\nProviding 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.\nMonitoring 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.\nCoordinating 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.\nSupporting 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.\nActing 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.\nWelcoming 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.\n\nYou have\n8-10 years of experience supporting senior executives, including experience supporting a C-suite executive.\nExtensive experience managing complex calendars, international travel, and executive scheduling across multiple time zones.\nExceptional organizational and time management skills, with the ability to anticipate needs and stay several steps ahead.\nStrong written and verbal communication skills and a warm, professional, customer-focused approach.\nExcellent judgment and the ability to handle highly confidential information with complete discretion, including regular exposure to Board-level materials and sensitive company information..\nAdvanced proficiency with Google Workspace and Microsoft Office, particularly Google Calendar, Google Sheets, Google Slides, Excel, and PowerPoint.\nExperience with modern executive operations tooling; Navan, Zip (or comparable travel and procurement platforms), DocuSign, Slack, and Zoom.\nExperience leveraging AI to work more efficiently\nExperience managing expenses, budgets, and administrative processes.\nExperience working in a SaaS or enterprise software environment is preferred.\nA bachelor's degree or equivalent professional experience.\n\nYou are\nHighly organized, proactive, and dependable.\nCalm under pressure and able to manage multiple competing priorities with confidence.\nAn exceptional planner who enjoys creating order and solving logistical challenges.\nDetail-oriented without losing sight of the bigger picture.\nAble to anticipate needs and adapt quickly as priorities change.\nComfortable working independently while building strong relationships across the organization.\nWilling to roll up your sleeves-no task is too small.\nTrusted to handle sensitive and confidential information with professionalism and sound judgment.\n\nBenefits at Collibra\nCollibra 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 t...","description_format":"text","description_chars":13154,"description_truncated":true,"requirements":{"experience_years_min":8,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":false,"languages":[{"language":"Dutch","level":"Advanced (C1)","optional":false},{"language":"French","level":"Advanced (C1)","optional":true}]},"benefits":["Equity"],"hiring_locations":[{"name":"United States","iso":"US","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Data Governance & Catalogs"],"lifecycle":[{"event":"open","at":"2026-09-30T16:38:16Z"},{"event":"close","at":"2026-10-02T21:17:54Z"}],"liveness":null,"pay":null,"html_url":"https://alion.io/job/collibra-executive-assistant-ii-2","json_url":"https://alion.io/job/collibra-executive-assistant-ii-2.json","meta":{"generated_at":"2026-10-03T01:32:15Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","usage":{"tier":"crawler","counted_by":"address","units_charged":1,"used_today":1580,"day_limit":5000,"remaining_today":3420,"minute_limit":60,"resets_at":"2026-10-04T00:00:00Z"}}}