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Executive Assistant

Databricks
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Amsterdam, NetherlandsPosted 3w ago

About the role

Databricks is seeking an Executive Assistant in Amsterdam to support R&D Leaders within the R&D organization. This multi-executive role focuses on strategic calendar management, coordination across teams, and operational support for engineering and R&D leadership in a fast-paced environment.

Responsibilities

  • 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.
  • Provide on-the-ground support and coordination for visiting leadership and ensure seamless execution of visits.

Qualifications

  • Bachelor's degree in Business Administration, HR, Marketing, Education, or related area (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).
  • 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 meetings, events, and travel logistics — including budget management, vendor coordination, and high-volume interview scheduling.
  • Willingness to travel occasionally.
  • Demonstrated interest in AI tools and workflow automation.
  • Experience proactively identifying and driving process improvements.
  • Flexibility to occasionally adjust schedules after regular office hours to support executives’ needs.

Skills

Required:Calendar managementExecutive communicationEvent planning and coordination
Last updated Oct 1, 2026. Interested? Apply on the company site.

About Databricks

Leading Data and AI Platform for Enterprises

Databricks offers a unified platform for data, analytics and AI. Build better AI with a data-centric approach. Simplify ETL, data warehousing, governance and AI on the Data Intelligence Platform.

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