Executive Assistant

About the role

Databricks is seeking an experienced Executive Assistant to support its senior leadership team in Costa Rica and the United States. The role will act as a strategic partner, managing complex calendars, coordinating high‑impact meetings and events, and ensuring seamless communication across time zones.

Key responsibilities

• Proactively manage and optimize multi‑time‑zone calendars for senior executives, anticipating conflicts and aligning with business priorities.
• Plan, coordinate, and execute executive travel, team off‑sites, and high‑visibility events while adhering to company policies and budgets.
• Serve as the primary point of contact for meeting and event requests, delivering responsive and high‑quality service.
• Maintain accurate records of meetings, events, and requests, ensuring timely follow‑up and closure.
• Prepare briefing materials, agendas, and follow‑up documentation to keep executives well‑prepared.
• Provide coverage and support for other executive staff as needed, demonstrating flexibility and a team‑first mindset.
• Handle highly confidential information with discretion and integrity.
• Foster cross‑functional collaboration by building strong relationships with other EAs, business partners, and stakeholders.

Required profile

• 5+ years of executive administrative experience, preferably in a global technology or software organization.
• Proven ability to exercise sound judgment and make independent decisions in ambiguous or high‑stakes situations.
• Exceptional organizational, time‑management, and prioritization skills, capable of handling multiple complex projects simultaneously.
• Strong relationship‑building and communication skills with C‑level executives and assistants (C1 English proficiency required).
• Experience planning and executing large‑scale meetings, events, and travel logistics, including budget management and vendor coordination.
• High level of discretion in handling sensitive and confidential matters.
• Proactive, solution‑oriented, and adaptable to changing priorities and environments.
• Willingness to adjust working hours to support executives in different time zones (primarily US) and occasional travel to the United States.

Required skills

• Advanced calendar management using Gmail.
• Proficiency with Google Calendar.