Virtual EA

Executive Assistant to the CEO 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.

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 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. remote and 10:00 a.m. - 3:00 p.m. in office. Fridays are fully remote, 6:00 a.m. - 5:00 p.m. in office, with Fridays remote, unless needed in office.

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.

The Executive Assistant to the CEO at Collibra is responsible for 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 and 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 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.

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. 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. 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.

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.

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

Fluency in Dutch or French is preferred.

Comfortable handling both complex coordination and routine administrative tasks with care.

Executive Assistant to the CEO 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.

You'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; 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.