Job Details of Executive Assistant

Full job description

RDQ126R81

Databricks Administrative Assistants (AA) play an important role in driving efficiency and scaling our most senior leaders. As we expand our offices globally, we are looking for Executive Assistant in India to support our Engineering leadership team. These roles will work directly with our EA/AA in the United States and Europe to support the calendar scheduling, travel, expenses, and correspondences with internal and external stakeholders on behalf of our leaders. Further, the role will involve supporting the growth of the Engineering team through team events and other culture building activities.

The impact you will have:

• The executive staff is efficient in their use of time, leading to a more productive team and company.
• Manage complex calendars - organizes all meetings including but not limited to team meetings, customer, and internal business partner meetings across international time zones and makes travel arrangements.
• Supported executives' calendars are accurate and forward-looking.
• The calendar is effectively prioritized and meetings are scheduled in a timely manner.
• Executive travel is planned and booked 30 days out; invoices and expenses are submitted within 2 weeks of cost occurring.
• Act as a primary point of contact for any stakeholders for all meeting requests.
• Builds and maintains records of all meeting requests and closes out all requests in a timely manner. Keeps to a strong SLA on responding to requests.
• Ensures all meeting invites have the appropriate details to have an effective meeting outcome.
• Play a key role in building an awesome culture for the growing office through various activities and events
• May be required to support other executive staff members if there's a gap in coverage due to PTO, sickness, maternity leave or other absence.
• Manage confidential information with discretion and sensitivity.
• Act as a liaison with other organizations while coordinating efforts to promote proper communication and collaboration.

What we look for:

• 8+ years of applicable executive administrative experience, from a global software organization
• Attention to detail, organization and process abilities
• Strong calendaring skills (Gmail and Google Calendar experience mandatory)
• Excellent organisational, time-management and prioritization skills
• Strong teamwork skills; ability to offer suggestions and improvements to process and work very collaboratively with others
• Relationship management skills, and the ability to build a personal network throughout the company
• Excellent verbal and written communication skills
• Willing to adjust the schedule to the respective time zones of the supported.
• Ability to communicate clearly and effectively with senior leaders and external partners
• Ability to maintain confidentiality and handle sensitive information with discretion
• Proactive and solution-oriented mindset