Executive Assistant to the CEO

Qilimanjaro Quantum Tech; Barcelona; Híbrido; EUR 48.000 - 70.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Cobee flexible compensation

Flexible working hours

Descripción de la vacante

Qilimanjaro Quantum Tech is seeking an Executive Assistant to support the CEO in a fast-paced scale-up environment in Barcelona. The role combines calendar ownership, email gatekeeping, meeting prep and travel planning across multiple time zones.

You will manage expenses, procurement, and CRM hygiene while coordinating cross-border initiatives with the Office Manager. Fluency in English and Spanish (Catalan preferred) and a hybrid Barcelona location are required.

Formación

• 4+ years of Executive Assistant experience supporting senior leadership, ideally in tech startups.
• Fluent written and spoken English and Spanish, with Catalan strongly preferred.
• Strong presentation and productivity tool proficiency (Notion, Google Workspace, MS Office).
• Based in Barcelona, hybrid model, eligible to work in Spain.
• Autonomous, discreet, and a master communicator across borders.

Responsabilidades

• Own calendar and schedule management for the CEO, coordinating across time zones and travel.
• Serve as gatekeeper for communications, draft/review emails and correspondence.
• Prepare meetings with briefs and follow-up on decisions and owners.
• Handle admin, expenses, invoices and basic procurement linked to the CEO’s office.
• Maintain CRM contacts and document systems, ensure file hygiene and easy retrieval.
• Coordinate cross-border travel and international logistics.
• Support high-impact presentations for boards, investor updates and external events.

Conocimientos

Executive support

Calendar management

Multitasking

Bilingual EN/ES/CA

Herramientas

Notion

Google Workspace

Microsoft Office

PowerPoint

Descripción del empleo

Qilimanjaro is building full-stack superconducting quantum computers, from QPUs and cryogenic infrastructure to control electronics, racks, cabling, instrumentation and deployment software.

We are a small, hands-on team. Every hire shapes what we become.

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.

• 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.
• 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.
• 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.

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.

• Cobee flexible compensation (transportation, meals, and childcare support)
• Flexible working hours

You will:

Get the opportunity to build something amazing and unique, something that hasn't been done before

Work on ground-breaking projects and possibly solve massive challenges on a global scale

Be at the intersection of research and industry, where biggest innovations happen

Make an enormous impact in a dynamic scale-up rather than being a small cog in a big machine

Work with super smart, knowledgeable and yet, very friendly people in Barcelona, one of the best cities in the world (picture a lot of sun, amazing food and friendly locals)

Get to be part of a start-up where growth on a company and individual level is the default

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).