Executive Assistant to the CEO

Collibra•New York, NY

4d•$104,000 - $130,000•Hybrid

About The Position

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.

Requirements

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.

Nice To Haves

Experience working in a SaaS or enterprise software environment is preferred.
Fluency in Dutch or French is preferred.

Responsibilities

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.