Executive Assistant II

SLSQ427R376

Mission:

Databricks Executive Assistants are strategic partners who drive efficiency, foster collaboration, and enable our most senior leaders to scale their impact. As we continue to expand globally, we are seeking an experienced Executive Assistant in Serbia to support our Sales Executives. This role will work closely with two to three executives based across EMEA, supporting customer-facing engagements, complex multi-time-zone calendars, high-volume interview coordination, and cross-functional partnerships. Occasional travel may be required to support critical company initiatives.

Impact you will have:

• Executive Assistants are empowered to focus on strategic priorities, resulting in a more effective and agile organization.
• Proactively manage and optimize complex, multi-time zone calendars, ensuring alignment with business priorities and anticipating potential conflicts.
• Independently plan, coordinate, and execute executive travel, team offsites, and high-visibility events, ensuring compliance with company policies and budget. 
• Act as the primary point of contact for all meeting and event requests, including high-volume interview coordination tied to active hiring across the Sales organization.
• Serve as a customer facing liaison: supporting briefings, customer meetings, and follow-ups with external stakeholders.
• Build and maintain accurate records of meetings, events, and requests, ensuring timely follow-up and closure.
• Prepare and review briefing materials, agendas, and follow-up documentation for executive meetings to ensure leaders are well prepared and informed.
• Provide coverage and support for other executive staff as needed, demonstrating flexibility and a team-first mindset.
• Handle highly confidential information with the utmost discretion and integrity.
• Foster cross-functional collaboration by building strong relationships with other EAs, Sales leaders, and stakeholders across the organization.
• Proactively manage and process expenses and contracts with both internal and external stakeholders.
• Proactively take on additional duties or projects that may be reasonably required, plan and execute upon those projects, and deal with matters arising in a timely and effective manner.
• Make smart prioritization decisions about which meetings to schedule and which to push out.

What we look for:

• 5+ years of executive administrative experience, preferably in a global technology or software organization.
• Direct experience supporting Sales, or other customer-facing organizations.
• Demonstrated ability to exercise sound judgment and make independent decisions in ambiguous or high-stakes situations.
• Advanced calendar management skills (Gmail and Google Calendar expertise required), with a proven track record of supporting multiple executives across time zones.
• Exceptional organizational, time-management, and prioritization skills; able to manage multiple complex projects simultaneously.
• Ability to communicate with C-level Executive Assistants and external customer stakeholders.
• Strong relationship management and communication skills (C1 English proficiency required), with the ability to influence and collaborate at all levels.
• Experience planning and executing large-scale meetings, events, and travel logistics — including budget management, vendor coordination, and high-volume interview scheduling.
• High level of discretion in handling sensitive information and confidential matters.
• Proactive, solution-oriented, and adaptable to changing priorities and environments.
• Occasional travel across EMEA
• Comfortable learning new tools and systems such as AI. 
• Experience proactively identifying and driving process improvements.
• Expected to demonstrate flexibility and occasionally adjust their schedules to support executives’ needs after regular office hours.