About this role
Autonomous professionals who thrive in fast-paced environments and value independence over micro-management will excel in this position. Databricks seeks an Executive Assistant to join the R&D organization in Belgrade, Serbia, acting as a strategic partner to multiple leaders, including a primary Engineering VP based locally. The team focuses on driving efficiency and operational rhythm for senior executives, requiring the person in this role to balance distinct working styles across different time zones.
Daily responsibilities include managing complex calendars, overseeing travel and expense workflows, and coordinating engineering planning cycles. Because the R&D organization operates on a five-day in-office schedule in Belgrade, the role demands daily on-site presence when the primary executive is in the office. Candidates must also demonstrate an aptitude for AI tools and workflow automation while maintaining discretion over confidential information.
What you will do
- Manage and optimize multi-time zone calendars for R&D Vice Presidents to align with business priorities.
- Coordinate scheduling across multiple teams and support engineering planning cycles and quarterly reviews.
- Own end-to-end expense and travel processes while identifying patterns to streamline workflows.
- Prepare briefing materials, agendas, and follow-up documentation for leadership forums.
- Partner with Belgrade site operations to support local office events and team activities.
- Drive action item tracking and meeting cadence management to ensure seamless execution.
What you need
- Bring at least five years of executive administrative experience within a global technology or software organization.
- Demonstrate advanced calendar management skills with expertise in Gmail and Google Calendar.
- Communicate effectively in English with C1 proficiency.
- Exercise sound judgment and make independent decisions in ambiguous situations.
- Handle sensitive information and confidential matters with a high level of discretion.
Nice to have
- Bachelor's degree in Business Administration, HR, Marketing, Education, or a related area
- Experience supporting leaders in Engineering, R&D, or Product organizations
Skills and tech stack
Questions candidates ask
What is the remote or in-office policy for this role?
This role is based in the Belgrade Databricks office and serves the R&D organization, which operates on a five-day in-office schedule. The executive assistant is expected to be in the office daily when their primary executive is in Belgrade.
What are the working hours given the time zone differences?
The seven to nine hour time difference with US-based stakeholders means the executive assistant must be effective during limited overlap windows, typically in the late afternoon CET. Occasional schedule flexibility is required to accommodate critical US-based meetings, typically one to two evenings per week.
What kind of systems and tools will I use?
The position requires advanced calendar management skills with expertise in Gmail and Google Calendar. Additionally, candidates should demonstrate an interest in and aptitude for AI tools and workflow automation.