Executive Assistant to the CEO

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. The CEO will be your primary focus. 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 suits someone who enjoys the art and science of executive support: understanding priorities, anticipating needs, and getting the details right. You will have significant autonomy to resolve scheduling and logistical issues, with the judgment to know when to involve the CEO. Location and schedule 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. 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 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 administra