Executive Assistant, R&D

About the role

Databricks is looking for a proactive Executive Assistant to support Vice Presidents and other senior leaders within its R&D organization in Belgrade. The role is a strategic partnership, helping executives manage complex schedules, travel, and cross‑functional initiatives while maintaining confidentiality and efficiency.

Key responsibilities

• Manage and optimize multi‑time‑zone calendars for R&D VPs, anticipating conflicts and aligning with business priorities.
• Coordinate scheduling across teams and organizations, ensuring seamless collaboration for cross‑functional leaders.
• Own end‑to‑end expense and travel processes, ensuring compliance and identifying workflow improvements.
• Prepare briefing materials, agendas, and follow‑up documentation for executive meetings, including engineering leadership forums and R&D reviews.
• Drive the operational rhythm for executives by tracking action items, follow‑up loops, and meeting cadences.
• Support office events and team activities in partnership with Belgrade site operations.
• Maintain accurate records of meetings, events, and requests, ensuring timely follow‑up.
• Provide coverage for other assistants as needed, fostering a team‑first mindset.

Required profile

• Bachelor’s degree in Business Administration, HR, Marketing, Education, or a related field (preferred).
• 5+ years of executive administrative experience, preferably in a global technology or software organization.
• Experience supporting leaders in Engineering, R&D, or Product environments is a plus.
• Strong judgment and ability to make independent decisions in ambiguous situations.

Required skills

• Advanced calendar management using Google Calendar (Gmail/Google Workspace).