Executive Assistant II

Joining Collibra’s Office of the CEO team

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 leaders 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 management Office, partnering daily with the NYC-based Operations & Events Lead.

While you own the day-to-day logistics of scheduling execution, executive briefings, client meeting tracking, travel, expenses, and Brussels-based coordination, the central team owns strategic calendar oversight and ExCom operations. This partnership ensures seamless coverage across time zones and that our leadership 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.
• Demonstrated proficiency in leveraging AI tools (e.g., Claude, Gemini, ChatGPT, Copilot) to solve real-world business challenges, drive measurable outcomes, or streamline workflows.
• 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.