Offer summary

Qualifications:

6+ years of experience as an Executive Assistant or in a similar role, preferably with remote work experience., Exceptional organizational and multitasking skills with strong attention to detail., Excellent written and verbal communication skills in English., Proficiency in office software and collaboration tools such as Google Workspace, Notion, and Slack..

Key responsabilities:

Manage complex calendars and optimize schedules for the CEO.

Coordinate and oversee travel arrangements, including itinerary planning.

Lead the planning and execution of internal and external events, managing logistics and budgets.

Assist in preparing presentations and reports for meetings and communications.

Job description

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.
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.

Requirements

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.