Sr. Executive Assistant

Databricks•Mountain View, CA

17h

About The Position

We’re seeking a highly experienced Senior Executive Assistant to provide comprehensive support to our Chief Operating Officer (COO). This role is ideal for someone with extensive experience supporting senior leaders in fast-paced, high-growth environments, particularly within global software or technology organizations. As a trusted partner to the COO, you will play a pivotal role in operationalizing strategic initiatives, managing complex scheduling needs, and driving cross-functional collaboration across departments such as Sales, Marketing, Engineering, People, and Product. You will also oversee the planning and execution of strategic events and community-building initiatives for the team. In addition to these responsibilities, this role requires expertise in managing global travel logistics and customer engagement planning to maximize the COO’s impact during business trips.

Requirements

Minimum of 10+ years of executive administrative and/or program management experience supporting C-Suite level executives in global software or technology organizations.
Proven expertise in managing global travel logistics for executives.
Experience working with VPs/SVPs overseeing large teams (2,000+ employees) in technical roles such as engineering or customer-facing functions.
Familiarity with high-growth environments and hyper-scaling companies.
Exceptional organizational skills with a high level of attention to detail.
Proficiency in Google Calendar and Gmail suite for calendaring, organization, and presentation creation, editing needs
Proficiency with the use of AI to help with travel planning and other administrative tasks.
Strong relationship management skills; ability to build networks across departments.
Excellent oral and written communication skills tailored for senior leaders and external partners.
Ability to synthesize business/customer data into actionable insights for strategic planning.
Ability to prioritize and thrive in a high-paced environment.
Ability to work under pressure with shifting priorities while maintaining professionalism.
Proactive problem-solving capabilities with a focus on delivering results.
Possess the mental toughness to thrive in environments where the roadmap changes weekly. You are energized, not drained, by speed and ambiguity.
You don't wait for instructions; you anticipate needs three steps ahead and execute with minimal supervision.

Responsibilities

Ensure the COO is fully prepared for all meetings with an accurate, forward-looking calendar.
Navigate shifting priorities and high-pressure environments with unyielding grit, maintaining a "calm in the storm" presence.
Deploy a deep functional comfort with AI tools to synthesize data, automate routine administration, and accelerate decision-making cycles.
Proactively manage and prioritize the COO’s schedule to optimize productivity.
Coordinate with internal and external stakeholders to ensure timely responses and seamless communication.
Enhance the COO’s efficiency by streamlining workflows, enabling a more productive team and company.
Execute strategic initiatives with precision, delivering measurable outcomes.
Curate customer engagement plans for business travel to ensure maximum impact.
Organize all meetings, including team meetings, customer engagements, and internal business partner discussions across international time zones.
Build and maintain records of all meeting requests while adhering to strict SLAs for responses.
Ensure every meeting is high-intent, featuring detailed agendas and AI-generated pre-reads and summaries.
Manage complex global travel arrangements for the COO, who travels at least one week per month (domestic and/or international).
Use AI tools to research travel efficiencies, automate expense management, and perform sentiment analysis on account data prior to customer meetings.
Partner with account teams to identify high-value customer meetings, reviewing account data and spend to ensure travel yields maximum ROI.
Handle end-to-end travel logistics while maintaining attention to detail in itineraries.
Serve as a high-grit liaison between the COO and senior leadership, driving accountability on long-term projects despite shifting sands.
Track dozens of concurrent workstreams across Engineering and Go-To-Market functions, ensuring no "broken threads" in communication.
Plan offsite meetings, events, and programs in support of the COO and their team.
Provide coverage for other executive staff members during absences (e.g., PTO or maternity leave).
Assist in preparing expense reports promptly.