Executive Assistant to 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.

Our CEO splits his time between Brussels and New York, working on a European schedule approximately half the time. 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. All hours below are Eastern Time.

• When the CEO is in Europe:
  Monday – Thursday, 6:00 – 9:00 a.m. remote and 10:00 a.m. – 3:00 p.m. in office. Fridays are fully remote, 6:00 a.m. – 3:00 p.m.
• When the CEO is in the US:
  Monday – Thursday, 9:00 a.m. – 5:00 p.m. in office, with Fridays remote, unless needed in office.

Supporting a global CEO requires availability beyond these regular hours. 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.

• 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.

• 8+ years of experience supporting senior executives, including a CEO or other C-suite executive, with experience balancing the needs of multiple…