Sr. Executive Assistant

Mountain View, California; San Francisco, California We’re seeking a highly experienced Senior Executive Assistant to provide comprehensive support to our Chief Operating Officer (COO). This role is ideal for someone with extensive experience supporting senior leaders in fast-paced, high-growth environments, particularly within global software or technology organizations. As a trusted partner to the COO, you will play a pivotal role in operationalizing strategic initiatives, managing complex scheduling needs, and driving cross-functional collaboration across departments such as Sales, Marketing, Engineering, People, and Product. You will also oversee the planning and execution of strategic events and community-building initiatives for the team. In addition to these responsibilities, this role requires expertise in managing global travel logistics and customer engagement planning to maximize the COO’s impact during business trips.

The Impact You Will Have:

• Ensure the COO is fully prepared for all meetings with an accurate, forward-looking calendar.
• Navigate shifting priorities and high-pressure environments with unyielding grit, maintaining a "calm in the storm" presence.
• Deploy a deep functional comfort with AI tools to synthesize data, automate routine administration, and accelerate decision-making cycles.
• Proactively manage and prioritize the COO’s schedule to optimize productivity.
• Coordinate with internal and external stakeholders to ensure timely responses and seamless communication.
• Enhance the COO’s efficiency by streamlining workflows, enabling a more productive team and company.
• Execute strategic initiatives with precision, delivering measurable outcomes.
• Curate customer engagement plans for business travel to ensure maximum impact.

Responsibilities:

Calendar Management

• Organize all meetings, including team meetings, customer engagements, and internal business partner discussions across international time zones.
• Build and maintain records of all meeting requests while adhering to strict SLAs for responses.
• Ensure every meeting is high-intent, featuring detailed agendas and AI-generated pre-reads and summaries.

Global Travel Planning

• Manage complex global travel arrangements for the COO who travels at least one week per month (domestic and/or international).
• Use AI tools to research travel efficiencies automate expense management and perform sentiment analysis on account data prior to customer meetings.
• Partner with account teams to identify high-value customer meetings reviewing account data and spend to ensure travel yields maximum ROI.
• Handle end-to-end travel logistics while maintaining attention to detail in itineraries.

Liaison & Collaboration

• Serve as liaison between COO senior leadership teams across Sales Marketing Engineering People Product Finance Legal Communications IT Security Facilities Recruiting etc., tracking multiple workstreams simultaneously.
• Plan offsite meetings events team building activities community building initiatives etc., ensuring flawless execution.

Administrative Support & Coverage

• Provide coverage for other executive staff during absences or when additional support needed.
• Prepare expense reports ensuring accuracy timeliness compliance company policies.

Competencies:

• Minimum 10+ years of executive administrative or program management experience supporting C-Suite executives preferably within global software or technology organizations.
• Proven expertise managing global travel logistics complex scheduling across multiple time zones prioritizing competing demands effectively under pressure.
• Experience supporting VPs SVPs managing large teams (2000+ employees) preferably technical or customer-facing roles within hyper-growth companies scaling rapidly globally distributed workforce environments preferred but not required.
• Familiarity working within high-growth hyper-scaling companies navigating ambiguity rapid change preferred but not required.

Skills:

• Exceptional organizational skills attention detail ability multitask prioritize effectively meet deadlines consistently deliver results under pressure without sacrificing quality accuracy professionalism integrity confidentiality discretion essential qualities success role critical importance ability anticipate needs proactively independently exercise sound judgment discretion handle sensitive confidential information appropriately consistently demonstrate professionalism tact diplomacy excellent interpersonal communication skills both written verbal ability build strong relationships internal external stakeholders customers partners vendors essential success role strong relationship management collaboration skills ability work cross-functionally effectively influence without authority strong problem-solving analytical critical thinking abilities ability synthesize business customer data actionable insights excellent proficiency Google Calendar Gmail suite Microsoft Office suite preferred but not required proficiency using AI tools automate routine administrative tasks accelerate decision-making cycles highly desirable strong adaptability flexibility thrive fast-paced dynamic environment positive proactive mindset self-starter able work independently minimal supervision highly motivated results-oriented approach demonstrated ability maintain composure professionalism calm under pressure shifting priorities competing demands unyielding grit mental toughness resilience thrive frequent change ambiguity demonstrated commitment continuous learning professional development growth mindset passion excellence innovation commitment diversity equity inclusion belonging values alignment culture organization essential success role ability maintain confidentiality handle sensitive information appropriately consistently demonstrate professionalism tact diplomacy excellent interpersonal communication skills both written verbal ability build strong relationships internal external stakeholders customers partners vendors essential success role strong relationship management collaboration skills ability work cross-functionally effectively influence without authority strong problem-solving analytical critical thinking abilities ability synthesize business customer data actionable insights excellent proficiency Google Calendar Gmail suite Microsoft Office suite preferred but not required proficiency using AI tools automate routine administrative tasks accelerate decision-making cycles highly desirable strong adaptability flexibility thrive fast-paced dynamic environment positive proactive mindset self-starter able work independently minimal supervision highly motivated results-oriented approach demonstrated ability maintain composure professionalism calm under pressure shifting priorities competing demands unyielding grit mental toughness resilience thrive frequent change ambiguity demonstrated commitment continuous learning professional development growth mindset passion excellence innovation commitment diversity equity inclusion belonging values alignment culture organization essential success role

Pay Range:

$155300—$213500 USD (Zone 1 Pay Range) plus potential bonuses equity benefits

About Databricks:

Databricks is a data AI company serving over 10K organizations worldwide including Comcast Condé Nast Grammarly over half Fortune 500 Founded by creators Lakehouse Apache Spark™ Delta Lake MLflow