Executive Assistant to the CEO

Qogita [Ko-gi-ta] is on a mission to keep retailers competitive by modernizing how wholesale procurement is done. The team is committed to building the rails to ensure small-businesses have the ability to acquire goods at competitive prices and at ease, so they can focus on creating great customer experiences. We are one of the fastest growing B2B companies globally and are backed by top investors that have backed the likes of Facebook, Etsy, Shopify and others.

Our team is small, highly motivated and focused on delivering impact. This organization is for individuals who appreciate challenging themselves and thrive on curiosity.

We operate with a flat organizational structure. All employees are expected to be hands-on and to contribute directly to the company's mission. Leadership is given to those who show initiative and consistently deliver excellence. Work ethic and strong prioritization skills are important.

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

• Exceptional organisational 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

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.

• 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.

• Communications: Coordinate, schedule and implement CEO communications with the press, external stakeholders, local/global events.

• 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.

• €30,000 - €40,000 annual compensation

• Bi-yearly performance-based bonus

• 26 days of annual leave

• Private health insurance plan

• Annual Learning & Development Allowance

• Onboarding home-office package

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