Executive Assistant II

About the role

Collibra is hiring an experienced assistant to manage the daily operations of our CEO. You will handle complex scheduling, global travel, and administrative tasks while working closely with the Office of the CEO to maintain high-level organizational efficiency.

Key facts

What you'll do

• Manage the CEO calendar, resolve scheduling conflicts, and prioritize incoming requests to protect leadership time.
• Organize international and domestic travel, including itineraries, visas, and transportation.
• Process procurement, vendor management, and expense reports using Zip and Navan.
• Partner with the NYC-based Operations and Events Lead to plan leadership offsites and executive meetings.
• Act as a primary point of contact in the Brussels office for visitors and senior leadership.
• Coordinate legal document execution and prepare briefing materials for client interactions.

Requirements

• 8 to 10 years of experience in executive support, specifically working with C-suite leadership.
• Bachelor degree or equivalent professional background.
• Ability to work a hybrid schedule with evening overlap for US East Coast hours and occasional early morning meetings for EMEA time zones.
• Advanced skills in Google Workspace and Microsoft Office, including Calendar, Sheets, Slides, Excel, and PowerPoint.
• Experience with Navan, Zip, DocuSign, Slack, and Zoom.
• Proven ability to use AI tools like Claude, Gemini, ChatGPT, or Copilot for workflow optimization.
• High level of discretion regarding board-level materials and confidential information.

Nice to have

• Previous experience in a SaaS or enterprise software company.

Skills & tools

• Google Workspace
• Microsoft Office
• Navan
• Zip
• DocuSign
• Slack
• Zoom
• AI tools (Claude, Gemini, ChatGPT, Copilot)

Practical notes

This role requires a physical presence in the Brussels office at least four days per week. The position involves cross-timezone coordination with the New York office. Collibra provides competitive compensation, health coverage, and flexible time off. Accommodations for the application process are available via the company website.