Executive Assistant to the CEO at QTGroup, managing strategy and operations. Contributing to the growth of a deep - tech ecosystem in quantum technology with global partnerships.
About the role
- Executive Assistant supporting the Founder of a digital agency. Involved in strategic ideas, change management, and executive support with a remote-first setup.
Responsibilities
- Manage the Founder’s calendar and priorities, ensuring efficient use of time and smooth scheduling
- Handle day-to-day executive assistant tasks: travel bookings, logistics, correspondence, meeting preparation
- Shadow the Founder in key meetings, capturing decisions and turning them into clear documentation, project plans, and follow-ups
- Maintain and continuously update internal documentation related to new initiatives, processes, and policies
- Coordinate with the Chief of Staff and Ops Director to plan, track, and report on organisational changes
- Support change management efforts: prepare communication plans, draft updates, ensure stakeholders are informed, and track adoption of new processes
- Facilitate workshops, check-ins, and follow-up sessions related to process rollouts and transformations
- Monitor progress of change initiatives, flag risks, and support mitigation actions
- Act as a point of contact between Founder, Chief of Staff, Operations Director and relevant stakeholders to ensure clarity and alignment
- Be available for occasional international travel (mainly to KSA) to support Founder during key meetings or organisational initiatives
- Proactively anticipate what’s needed to move ideas from concept to execution, with minimal hand-holding
Requirements
- Polish and English fluency (spoken and written) – must-have
- At least 3+ years of experience as an Executive Assistant, Chief of Staff Associate, Project Coordinator, or in a role supporting senior leadership
- High flexibility and adaptability – comfortable with shifting priorities, time zones, and ad-hoc requests
- Strong understanding of change management basics (communication, stakeholder alignment, documentation, monitoring adoption)
- Exceptional organisational skills – able to manage multiple threads while keeping high attention to detail
- Excellent written communication skills – able to translate strategic conversations into clear, structured outputs
- Proactive and solution-oriented mindset – you don’t wait to be told twice, you anticipate needs
- High level of discipline, discretion, and reliability – trusted with sensitive and confidential information
- Ability to build strong working relationships with executives and cross-functional teams
- Familiarity with tools like Google Workspace, Slack, Notion/Confluence, Asana/Jira or similar project tracking platforms
- Comfort working in a fast-paced, international environment with shifting priorities
Benefits
- Private healthcare (Enel-Med)
- Co-financed Multisport card
- Apple equipment
- Regular team meetups and events
Job title
Job type
Experience level
Salary
Degree requirement
No Education Requirement
Location requirements
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