Executive Assistant

We live in a world that runs on physical industries like energy, logistics, and manufacturing. These sectors are essential to our economy and daily lives, yet they are held back by inefficiencies, fragile legacy systems, and decades-old ways of working. This is not just a business problem; it is a societal one. When grids fail, supply chains stall, or factories falter, entire economies are disrupted.

These companies face unique, complex challenges that typical software was never designed to solve. Cogna was founded to change this. Our mission is to give critical industries their own AI-powered Software Factory: a way to build and deploy bespoke digital tools that solve pressing operational challenges. Since our launch in May 2023, we’ve seen incredible customer traction and revenue growth. We’re backed by leading VCs, including Notion Capital and Hoxton Ventures, and we’re building a world-class team to take on one of the most important challenges of our time.

Tackling challenges at this scale takes people who are curious, adaptable, and motivated by impact. If our mission resonates with you, we encourage you to apply, even if your experience doesn’t match every requirement. We are committed to building a diverse team that reflects the industries and societies we serve.

We are looking for an exceptional Executive Assistant to work directly with our CEO, ensuring they are focused exclusively on the highest-leverage work and that Cogna operates with the professionalism and pace of the ambitious company we are building. Your primary focus will be on assisting the CEO: managing their time, anticipating their needs, and removing every piece of transactional or operational friction from their day. You will also serve as a trusted point of contact for the wider executive team and a professional face of the company for clients, investors, and partners.

We need someone with the experience, judgement, and initiative to operate with genuine autonomy. You will think ahead, spot problems before they arise, and act decisively without waiting to be asked. If you can see the CEO has back-to-back meetings with no break, you order lunch without being told. If a client visit is approaching, you ensure every detail is handled.

This role is essential to helping us professionalise our operations and run like the high-performing, well-organised company our mission demands. You will report to the Chief of Staff and work closely with the CEO and executive team. You will be expected to be in our Chancery Lane office whenever our CEO is, which is three days a week on average.

What you will do:

• CEO diary and time management: Own the CEO’s calendar end-to-end. You will schedule, reschedule, and protect their time ruthlessly, ensuring meetings are purposeful, appropriately spaced, and that they always have time for deep work and strategic thinking. You will manage competing priorities, resolve scheduling conflicts with sound judgement, and ensure they are fully briefed and prepared for every engagement.
• Travel and logistics: Plan and book all travel for the CEO, including flights, hotels, ground transport, and itineraries. You will handle visas, ensure travel plans are seamless, and adapt quickly when plans change at short notice.
• Professional representation: Be the first point of contact for anyone reaching the CEO’s office—clients, investors, board members, and partners. You will manage communications on their behalf with discretion and professionalism, ensuring every interaction reflects the calibre of the company.
• Proactive problem-solving: Anticipate upcoming issues and resolve them before they reach the CEO. Whether it’s identifying a gap in a meeting schedule, flagging a preparation that’s been missed, or spotting a conflict in commitments, you will think several steps ahead and act with initiative. You will ensure the CEO is never doing anything they shouldn’t be doing.
• Meeting and event preparation: Ensure meeting rooms are set up and presentable in advance of all CEO meetings. Coordinate logistics for leadership offsites, board meetings, client visits, and investor events, ensuring every detail—from materials to catering to AV setup—is handled to a high standard.
• Guest experience: Greet and host the CEO’s guests, ensuring they are welcomed professionally and looked after until their meeting begins. You will create a polished, confident first impression of Cogna for every visitor.
• Executive team support: Provide administrative support to the wider executive team as required. This may include diary management, travel coordination, or logistics support for key initiatives. You will use your judgement to prioritise effectively across competing demands.
• Coordination with internal teams: Work closely with business operations, finance, and other support functions to ensure smooth day-to-day operations. You will be a reliable, collaborative partner who helps the wider team deliver effectively. This may include receiving and storing office supplies and ensuring the office is presentable.

Requirements:

• Have 8+ years of experience as an Executive Assistant or in a similar senior support role, ideally within fast-paced, high-growth, or founder-led environments.
• Have demonstrable experience supporting C-suite executives and managing complex, high-stakes diaries.
• Possess exceptional judgement—you know when to act independently, when to escalate, and when to push back.
• Are genuinely proactive: you don’t wait to be told what to do, you see what’s needed and make it happen.
• Have outstanding attention to detail and take personal pride in delivering work to the highest standard.
• Communicate with clarity, confidence, and professionalism at all levels—from team members to board directors and external partners.
• Are discreet and trustworthy—you will handle sensitive and confidential information with absolute integrity.
• Are calm under pressure, adaptable, and able to manage shifting priorities without dropping the ball.
• Are warm, personable, and professional—people enjoy working with you and trust you to represent them well.
• Bring energy, positivity, and a solutions-oriented mindset to everything you do.

This role would involve working from our Chancery Lane office for an average of three days a week.

Why join us?

• Play a pivotal role in an ambitious, fast-growing company at a formative stage.
• Work at the centre of the business, directly alongside the CEO and executive team.
• Help professionalise and scale our operations as we grow.
• Join a team that recognises that exceptional operational support is what makes everything else possible.
• See the direct impact of your work every single day.

What we offer:

• Competitive salary & share option plan.
• 25 days annual leave + public holidays.
• 7.5% company pension contribution.
• Private healthcare (including family cover and pre-existing conditions).
• Regular socials and offsites; access to on-site gym & classes.