Executive Assistant to the CTO (Hybrid, Espoo or Munich)

About the role

IQM is looking for a reliable and highly organised Executive Assistant to support the Technology leadership team, especially the CTO, in a fast‑paced, international environment. The role combines complex calendar management, travel coordination, event organisation and day‑to‑day administrative support while ensuring smooth operations behind the scenes.

Key responsibilities

• Manage multi‑timezone calendars, coordinate meetings with internal and external stakeholders, and resolve scheduling conflicts independently.
• Plan and execute international travel, including flights, hotels, visas, and logistics for up to 100+ participants at conferences, consortium meetings and site visits.
• Organise meetings and workshops, prepare agendas, take follow‑up notes, maintain shared folders and support contract handling, expense reporting and confidential initiatives.
• Oversee preparation for technical conferences, managing review and approval of presentation materials.
• Utilise AI‑enhanced tools such as Microsoft 365, Teams, Zoom, Jira, DocuSign and Acubiz to improve internal admin processes as the company scales.

Required profile

• At least 3 years of experience as an Executive Assistant, preferably in a technology company with a global, fast‑growing environment.
• Proven ability to handle calendar management, travel arrangements and large‑scale events.
• Adaptability to a dynamic, fast‑phased environment with swift decision‑making.
• Fluent English; Finnish or German language skills are a plus.

Required skills

• Microsoft 365
• Microsoft Teams
• Zoom
• Jira
• DocuSign
• Acubiz
• Slack

What we offer

• Full‑stack quantum computing environment with cutting‑edge hardware and software.
• Hybrid work model (≈50 % office, 50 % remote) and flexible hours.
• Continuous learning opportunities through IQM’s Learning Hub, LinkedIn Learning and a team‑based L&D budget.
• Flat hierarchy with direct access to leadership and an approachable culture.
• Opportunity to contribute to a rapidly growing company that bridges startup agility and corporate scale.