Executive Assistant to the CEO

Back Back Sign in Apply now! Barcelona Others Others Manufacture of electrical material and equipment Full Time Hybrid (On-site and Remote) Employee Others Executive Assistant to the CEO Published 23 of July

Mission

As the company grows, the CEO needs a trusted right hand to protect her time and keep priorities on track. The Executive Assistant is that person: the operational backbone of the CEO’s office, anticipating needs, completing tasks and keeping the CEO focused on what matters most. The role demands discretion and sharp organisation.

Responsibilities:

• Calendar and schedule ownership. Run the CEO’s calendar end-to-end across multiple time zones, protect time for strategic priorities, and plan complex international travel from flights and accommodation to detailed daily agendas.
• Communications and first point of contact. Serve as the CEO’s gatekeeper: filter incoming requests and email, decide what reaches her, and draft or review correspondence on her behalf.
• Meeting preparation and follow-up. Prepare agendas and briefing notes ahead of key meetings, capture decisions and next steps, and chase owners so nothing slips.
• Administration and expenses. Manage expense reports, invoices and basic procurement linked to the CEO’s office, and keep documentation organised and easy to find.
• Email, CRM and file-system hygiene. Keep the CEO's inbox, contact records and document systems clean and current — triaging and organising email, maintaining accurate and up-to-date contacts in the CRM, and ensuring files are consistently named, filed and easy to retrieve so nothing is ever lost or duplicated.
• Projects and events. Take ownership of one-off initiatives on the CEO’s behalf and co-deliver leadership offsites and company events alongside the Office Manager.
• High-impact presentations. Support building visually polished presentations for board meetings, investor updates and external keynotes.
• Stakeholder liaison. Be the bridge between the CEO and internal teams and external partners, keeping information flowing in both directions.
• Confidentiality. Handle sensitive company, financial and people information with absolute discretion.

Minimum requirements

Required

• 4+ years of Executive Assistant experience supporting senior leadership, ideally in a fast-paced tech startup or scale-up.
• Fluent written and spoken English and Spanish, with Catalan being strongly preferred.
• Strong command of presentation and productivity tools (Notion, Google Workspace and/or Microsoft Office, including PowerPoint or Slides), as well as comfortable using AI tools to draft, summarise and prep.
• Excellent organisation and the ability to manage competing priorities and deadlines autonomously.
• Based in Barcelona, able to work in a hybrid model and eligible to work in Spain.

Nice to have

• Autonomous and resourceful. You take ownership, balance shifting priorities with ease and anticipate what’s needed before being asked.
• Discreet and trustworthy. You handle confidential information with care and earn the trust of those around you.
• A master communicator. Outstanding verbal and written communication in English, Spanish and Catalan.
• Experienced across borders. Comfortable coordinating international travel and multi-time-zone calendars.

Why don’t you join us? 🥇

Benefits:

🏥 Private health insurance

💳 Cobee flexible compensation (transportation, meals, and childcare support)

⏰ Flexible working hours

🏡 Hybrid work model

❤️Diversity and inclusion:

At Qilimanjaro, inclusion and equal opportunities are part of our people-centric value. We are committed to creating a workplace where everyone feels valued and empowered to contribute, learn, and belong.

GDPR (General Data Protection Regulation):

DATA CONTROLLER: QILIMANJARO QUANTUM TECH S.L., B67429670, Carrer de Veneçuela, 74, 08019 Barcelona (BARCELONA), Data Protection Officer: qilimanjaro@delegado- datos.com.PURPOSES: Participation in recruitment processes and reference verification.LEGAL BASIS: Implementation of pre-contractual measures.DISCLOSURES: None are an ticipated.DATA RETENTION: For the duration of the selection process.RIGHTS: You may exercise your rights of access, rectification, erasure, restriction, and data portability with the data controller. In case of any disputes, you may contact the AEPD (www.aepd.es).