Executive Assistant, R&D

Requirements:

• Bachelor's degree in Business Administration, HR, Marketing, Education, or a related area is preferred.
• 5+ years of executive administrative experience, preferably in a global technology or software organization.
• Experience supporting leaders in Engineering, R&D, or Product organizations is a plus.
• Demonstrated ability to exercise sound judgment and make independent decisions in ambiguous situations.
• Advanced calendar management skills (Gmail and Google Calendar expertise required), with experience supporting multiple executives across time zones.
• Demonstrated ability to prioritize across competing executive demands, communicate trade-offs clearly, and resolve conflicts without escalation when possible.
• 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 collaborate at all levels.
• Proactive, solution-oriented, and adaptable to changing priorities and environments.
• High level of discretion in handling sensitive information and confidential matters.
• Experience planning and executing small and large-scale meetings, events, and travel logistics — including budget management, vendor coordination, and high-volume interview scheduling.
• Willingness to travel occasionally across EMEA for team offsites and regional EA collaboration.
• Demonstrated interest in and aptitude for AI tools and workflow automation.
• Experience proactively identifying and driving process improvements.
• Expected to demonstrate flexibility and occasionally adjust their schedules to support executives’ needs after regular office hours.

What You'll Be Doing:

• 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 for R&D Vice Presidents and leaders, ensuring alignment with business priorities and anticipating potential conflicts.
• Coordinate scheduling across multiple teams and organizations, ensuring seamless collaboration for leaders who operate cross-functionally.
• Support engineering planning cycles, quarterly business reviews, and cross-team syncs during key milestones.
• Own end-to-end expense and travel processes, ensuring compliance while identifying patterns and opportunities to streamline recurring workflows.
• Proactively identify and communicate preparation requirements for meetings, ensuring leaders arrive well-prepared and informed.
• Partner with Belgrade site operations to support office events and team activities through collaborative work with strong local partners.
• 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, including engineering leadership forums, R&D reviews, and cross-functional planning sessions.
• Own the operational rhythm for your executives — driving action item tracking, follow-up loops, and meeting cadence management so nothing falls through the cracks.
• Provide coverage and support for other assistants 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 and R&D stakeholders across the organization.

Nice to Haves:

• Experience supporting leaders in Engineering, R&D, or Product organizations is a plus.

Perks and Benefits:

At Databricks, we strive to provide comprehensive benefits and perks that meet the needs of all of our employees.