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:

• Expert Calendar Management: Proactively manage complex calendars, optimize schedules, and resolve conflicts across time zones.

• Seamless Travel Coordination: Arrange and oversee comprehensive travel arrangements for the CEO, including itinerary and agenda planning assistance during trips.

• 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.

• Contractors & Remote Office Management: Oversee office operations and contracts (e.g., WeWork), handling communication, supplies, and ad-hoc requests.

• 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.

• Presentation & Reporting: Assist in preparing presentations, reports, and other materials for internal and external meetings.

• Process Improvement: Continuously seek ways to improve administrative processes and increase efficiency.

Requirements

• 6+ years of experience as an Executive Assistant or in a similar role, preferably with remote work experience.

• Exceptional organizational and multitasking skills, with a strong attention to detail and ability to manage ambiguity.

• Excellent written and verbal communication skills in English.

• Proficiency in office software and collaboration tools (Google Workspace, Notion, Slack, HubSpot).

• Experience in event/offsite planning and virtual office management is a plus.

• Strong understanding of process, project, and program management principles and practices, with the ability to apply them to operational issues.

• Commitment to confidentiality in all business matters.

• Proven ability to communicate and collaborate effectively across diverse roles and functions.

Package, Perks & Benefits

• €30,000 - €38,000 annual compensation

• Bi-yearly performance-based bonus

• 26 days of annual leave

• Private health insurance plan

• Monthly wellness allowance

• Annual Learning & Development Allowance

• Onboarding home-office package

• Live & Online socials and an annual company-wide Offsite event