Executive Assistant & Office Manager (Temporary)
Job Description
- Bachelor's degree or equivalent.
- Experience in a high-tech startup or scale-up environment.
- Highly detail-oriented, flexible, and organized with a collaborative mindset.
- Ability and willingness to travel (estimated 15-20%).
- Provide high-level administrative support to C-level Senior Leadership (SLT) team.
- Manage complex calendars, coordinating meetings across global time zones.
- Lead end-to-end planning and management of high-impact meetings and events.
- Coordinate complex domestic and international travel arrangements.
- Take full ownership of Oslo office administration, ensuring a productive and welcoming environment.
- Manage all office needs, including supplies, snacks, drinks, and cleanliness.
- Serve as the primary point of contact for new hires in Oslo, facilitating equipment setup and office orientation.
- Act as the main liaison with building management for facility needs.
- Prepare and submit timely and accurate expense reports.
- Possess 3+ years of experience supporting executive-level management.
- Demonstrate exceptional project and program management skills.
- Exhibit superior communication skills, engaging professionally with executive-level constituents.
- Have extensive experience with multi-time zone scheduling and international travel logistics.
- Be an expert in O365, GSuite, Slack, and online meeting platforms.
- Have experience with online expense reporting software.
- Join an organization of 70 different nationalities with Diversity, Equality and Inclusion (DEI) in focus.
- A highly modern and fun working environment with sublime culture.
- Flat structure with direct access to decision-makers, with minimal bureaucracy.
- Opportunity to work with and learn from some of the best people on ambitious projects.
- Gain perks like a paid mobile telephone subscription and broadband connection.
- Get access to extended private health services with Aker Care.
- Subsidized lunch at the canteen delivered by chefs (vegetarian/non-vegetarian, salads, hot soups).
- Stay fueled between meals with snacks and drinks on the house.
- Our own Cognite exclusive coffee bar with friendly baristas.
- Broad health offering and a free membership to our fully-staffed gym on-site.
- Get the chance to meet Spot (dog).
About Cognite
Embark on a transformative journey with Cognite, a global SaaS forerunner in leveraging AI and data to unravel complex business challenges through our cutting-edge offerings including Cognite Atlas AI, an industrial agent workbench, and the Cognite Data Fusion (CDF) platform. We were awarded the 2022 Technology Innovation Leader for Global Digital Industrial Platforms & Cognite was recognized as 2024 Microsoft Energy and Resources Partner of the Year. In the realm of industrial digital transformation, we stand at the forefront, reshaping the future of Oil & Gas, Chemicals, Pharma and other Manufacturing and Energy sectors. Join us in this venture where AI and data meet ingenuity, and together, we forge the path to a smarter, more connected industrial future.
Learn more about Cognite here
Our values
Impact: Cogniters strive to make an impact in all that they do. We are result-oriented, always asking ourselves.
Ownership: Cogniters embrace a culture of ownership. We go beyond our comfort zones to contribute to the greater good, fostering inclusivity and sharing responsibilities for challenges and success.
Relentless: Cogniters are relentless in their pursuit of innovation. We are determined and deliverable (never ruthless or reckless), facing challenges head-on and viewing setbacks as opportunities for growth.
Cognite is seeking a strategic, proactive, and exceptionally organised professional for a temporary Executive Assistant & Office Manager. This is a pivotal position designed to be a true force multiplier for our commercial leadership.
The primary function of this role is to provide seamless office management and experience and to be a high-level support to our C-level Senior Leadership (SLT) team. The ideal candidate is a master of logistics with an exceptional ability to manage multiple projects, plan international events, and communicate fluidly and effectively with executive-level constituents.
What You'll Do
- Executive Support & Strategic Partnership
- Act as the primary administrative partner for SLT, responsible for all aspects of their administrative support.
- Demonstrate mastery of complex calendar management, strategically coordinating and managing all meetings, including team meetings, 1:1s, and critical customer/partner engagements across multiple global time zones.
- Proactively manage scheduling conflicts and prioritise executive time to align with key business objectives.
- Event, Travel & Program Management
- Lead the end-to-end planning and management of high-impact meetings and events for the office and Leadership, including off-sites and customer functions.
- Coordinate complex domestic and international travel arrangements, managing all logistics from itineraries to visas.
- Travel with executives to key events (estimated 15-20%) to provide on-site administrative support and ensure flawless execution.
- Prepare and submit timely and accurate expense reports using Expensify.
- Oslo Office Management
- Take full ownership of the Oslo office administration, ensuring a productive, organised, and welcoming environment.
- Manage all office needs, including ordering and restocking supplies, snacks, and drinks, and overseeing the general cleanliness and organisation of all common spaces.
- Serve as the primary point of contact for new hires in Oslo, facilitating their equipment setup with IT (located in Austin) and providing office orientation tours.
- Act as the main liaison with building management and collaborate with other personnel on employee access, badges, parking, and other facility needs.
- Manage all incoming mail and deliveries.
Who You Are
- Bachelor's degree or equivalent preferred.
- 3+ years of experience in a demanding role supporting executive-level management, preferably in a high-tech startup or scale-up environment.
- Exceptional project and program management skills; a self-starter who can manage multiple priorities, work well under pressure, and consistently meet deadlines in a fast-paced environment.
- Superior communication skills (verbal and written) with the proven ability to engage fluidly, professionally, and effectively with executive-level constituents while exercising good judgment and discretion with sensitive information.
- Extensive experience with complex, multi-time zone scheduling and managing international travel logistics.
- Highly detail-oriented, flexible, and organized with a collaborative mindset.
- Expert proficiency with O365 and GSuite, Slack, and online meeting platforms (Microsoft Teams, Google Meet, Zoom, etc.).
- Experience with online expense reporting software;
- Ability and willingness to travel, mostly domestic with semi-annual and occasional international trips.
A snapshot of our many perks and benefits as a Cogniter
- Join an organization of 70 different nationalities 🌐 with Diversity, Equality and Inclusion (DEI) in focus 🤝
- A highly modern and fun working environment with sublime culture across the organization, follow us on Instagram @cognitedata 📷 to know more
- Flat structure with direct access to decision-makers, with minimal amount of bureaucracy
- Opportunity to work with and learn from some of the best people on some of the most ambitious projects found anywhere, across industries
- Join our HUB 🗣️ to be part of the conversation directly with Cogniters and our partners.
- Gain perks like a paid mobile telephone subscription and broadband connection.
- Get access to extended private health services with Aker Care.
- Hungry? We’ve got your back. A subsidized lunch at the canteen is delivered by our chefs who specialise in options for both vegetarians and non-vegetarian, salads and hot soups every day
- Stay fueled between meals with snacks and drinks on the house.
- Our own Cognite exclusive coffee bar ☕ with the friendliest baristas is here to brew coffee for coffee lovers, tea for tea lovers, smoothie for smoothie lovers, and the baristas creative concoctions when the mood strikes.
- We take your mental- and physical health seriously by having a broad health offering and a free membership to our fully-staffed gym on-site.
- A pet lover? Get the chance to meet Spot 🐶!
Why choose Cognite? 🏆 🚀
Join us in making a real and lasting impact in one of the most exciting and fastest-growing new software companies in the world. We have repeatedly demonstrated that digital transformation, when anchored on strong DataOps, drives business value and sustainability for clients and allows front-line workers, as well as domain experts, to make better decisions every single day. We were recognized as one of CNBC's top global enterprise technology startups powering digital transformation! And just recently, Frost & Sullivan named Cognite a Technology Innovation Leader! 🥇 Most recently Cognite Data Fusion® Achieved Industry First DNV Compliance for Digital Twins 🥇
Apply today!
If you're excited about the opportunity to work at Cognite and make a difference in the tech industry, we encourage you to apply today! We welcome candidates of all backgrounds and identities to join our team. Please do not hesitate to contact our Talent Acquisition team with any questions -
We encourage you to follow us on Cognite LinkedIn; we post all our openings there.
