Executive Assistant to the CEO, Collibra
Salary not provided
Docusign
Slack
Zoom
Google Workspace
Senior and Expert level
New York
More information about location
4+ days a week in office (Financial District, NY)
Data intelligence cloud
Open for applications
Data intelligence cloud
1001+ employees
B2BEnterpriseBig dataAnalyticsCloud Computing
Open for applications
Salary not provided
Docusign
Slack
Zoom
Google Workspace
Senior and Expert level
New York
More information about location
4+ days a week in office (Financial District, NY)
1001+ employees
B2BEnterpriseBig dataAnalyticsCloud Computing
Company mission
To change how organizations use data, so that they can change the world.
Role
Who you are
- This role suits someone who enjoys the art and science of executive support: understanding priorities, anticipating needs, and getting the details right
- 8+ years of experience supporting senior executives, including a CEO or other C-suite executive, with experience balancing the needs of multiple executives
- 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. Experience supporting a Europe-based or globally distributed executive is a strong plus
- 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. You should be prepared to walk through a specific workflow you built, explain how you tested its reliability, and describe how you handled sensitive information
- 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
- A track record of anticipating needs, resolving competing priorities independently, and following through as circumstances change
- 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
- Highly organized and dependable, with a keen eye for detail and an understanding of the priorities behind the work
- Calm under pressure, able to adapt quickly and make thoughtful decisions as plans change
- Proactive and resourceful, comfortable taking ownership, solving problems independently, and knowing when to ask for input
- Warm, professional, and respectfully direct, able to build trusted relationships across levels, locations, and time zones
- Curious about better ways of working and willing to experiment, while applying sound judgment about accuracy and confidentiality
- Comfortable handling both complex coordination and routine administrative tasks with care
- Discreet and trustworthy, handling sensitive information and requests with professionalism
What the job involves
- 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
- You will have significant autonomy to resolve scheduling and logistical issues, with the judgment to know when to involve the CEO
- 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
Our take
Collibra wants to help firms understand data governance. As companies gather ever more data, Collibra helps them understand what data they have, who has access to it and how to move it through a workflow of data analysis tools.
Historically, large corporations have not thought much about the data they collect and how to use it. In this day and age, however, data is super valuable, so everyone wants to make the most of it, which has made businesses turn to products such as Collibra's. The company has secured many big-name clients, including T-Mobile, Lloyds Banking, and Equifax.
The company's growth has been helped by increasing data privacy legislation like GDPR, which means companies have a legal obligation to be in control of the data they're collecting and giving their employees access to. In 2022, the company was named an Innovation Summit Honoree by the Bank of America’s annual Technology Innovation Summit. It has continued to add new features and integrations to maintain its offering's premium status, including a new data marketplace, which provides a shopping-like experience from which users can access a company’s internal datasets.
Kirsty
Company Specialist at Welcome to the Jungle
Insights
Top investors
Company
Funding (last 2 of 8 rounds)
Nov 2021
$250m
SERIES G
Apr 2020
$112.5m
SERIES F
Total funding: $603.6m
Company benefits
- {Be}Healthy: Healthcare for yourself and eligible dependents (inclusive of partners/domestic partners), mental health resources and care, tax-advantaged accounts, income protection, discount programs and more! Additionally, we encourage employees to treat their whole self by offering a bi-monthly calendar of events and programming dedicated to our {Be}well initiatives which focus on wellbeing areas including emotional, professional & social, financial, physical, allyship & belonging and giving back.
- {Be}With Family: We offer multiple types of leave so that you can spend time with loved ones, including parental leave, caregiver leave and our annual family day. These are all complementary to our culture in which we value output over hours.
- {Be}Kind: Collibra For Good, Unconscious Bias & Allyship training, Manager Racial Injustice training and Collibra-led fundraisers.
- {Be}Unplugged: Our paid time off programs include vacation, holidays, sick time and compassionate/bereavement leave. We also offer remote-friendly meditation sessions and cooking lessons – all of which you’re actively encouraged to use!
- {Be}Informed: Competitive compensation, bonus potential, private company equity, merit reviews and promotion cycles, company pension, discounts programs, access to LinkedIn Learning, employee referral program, employee rewards & recognition, development programs and more!
- {Be}Together: Community and belonging with our Employee Resource Groups (ERGs) and personal interest groups, ERG-driven events, speaker series, and celebrations, a dedicated DEI council, the virtual Collibra cafe, trivia, bingo games and much more.
- When in-person (office) life resumes, we look forward to more snacks, catered lunches, team offsites and social events (think holiday gift exchange, fundraising events, happy hours, celebrations and more)!
- Unlimited paid time off policy
- Work from home opportunities
Company HQ
Financial District, New York, NY
Leadership
Felix Van De Maele
(Co-Founder & CEO)Previously studied Computer Science and founded Collibra straight after university.
Pieter De Leenheer
(Co-Founder)CTO at 1upHealth. Started Collibra after completing a PhD in Computer Science. Also held the post of Professor of Computer Science at VU Amsterdam. Board Observer at Zenoptics.
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