About Qogita
Qogita [pronounced KO-gi-ta] is on a mission to become the leading B2B wholesale platform globally. Operating in 30+ countries, we offer an impressive suite of products, APIs, and financial services across multiple categories. Qogita saves distributors, wholesalers, and retailers significant costs through automation and intelligent order allocation algorithms co-developed with experts at Oxford University. Our business is growing rapidly, with significant revenue and strong backing from world-class investors who have helped scale companies like Wise, Algolia, Shopify, Pinterest, LinkedIn, and Yelp.
Key Responsibilities
As the Executive Assistant to the CEO, you will play a pivotal role in ensuring the CEO’s office runs smoothly, from handling administrative tasks to managing special projects. This role requires a proactive individual skilled not only in executive support but also in broader responsibilities, such as remote office management, organizing company offsites, and preparing materials for presentations.
Indicative responsibilities:
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Expert Calendar Management: Proactively manage complex calendars, optimize schedules, and resolve conflicts across time zones.
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Seamless Travel Coordination: Arrange and oversee comprehensive travel arrangements for the CEO, including itinerary and agenda planning assistance during trips.
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Event Planning & Execution: Lead the planning and execution of medium to large-scale internal and external events, from budget management to logistics coordination. Plan, manage, and execute business-critical meetings (digital and in-person), such as executive staff meetings, All Hands, and leadership forums, including content development and follow-ups on action items.
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Communications: Coordinate, schedule and implement CEO communications with the press, external stakeholders, local/global events.
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Contractors & Remote Office Management: Oversee office operations and contracts (e.g., WeWork), handling communication, supplies, and ad-hoc requests.
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Strategic Program Management: Drive the successful delivery of projects from initiation to completion, proactively addressing risks and obstacles. Operate autonomously to establish structure, identify problems, and implement effective solutions.
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Presentation & Reporting: Assist in preparing presentations, reports, and other materials for internal and external meetings.
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Process Improvement: Continuously seek ways to improve administrative processes and increase efficiency.
Requirements
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6+ years of experience as an Executive Assistant or in a similar role, preferably with remote work experience.
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Exceptional organisational and multitasking skills, with a strong attention to detail and ability to manage ambiguity.
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Excellent written and verbal communication skills in English.
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Proficiency in office software and collaboration tools (Google Workspace, Notion, Slack, HubSpot).
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Experience in event/offsite planning and virtual office management is a plus.
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Strong understanding of process, project, and program management principles and practices, with the ability to apply them to operational issues.
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Commitment to confidentiality in all business matters.
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Proven ability to communicate and collaborate effectively across diverse roles and functions.
Package, Perks & Benefits
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€30,000 - €40,000 annual compensation
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Bi-yearly performance-based bonus
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26 days of annual leave
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Private health insurance plan
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Annual Learning & Development Allowance
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Onboarding home-office package
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Live & Online socials and an annual company-wide Offsite event
