Operations Assistant

Accountabilities:

Coordinate end-to-end business travel arrangements, including flights, accommodation, ground transportation, and detailed itineraries, ensuring smooth and cost-effective travel experiences.
Organize company events, team offsites, office days, and internal gatherings, managing venue selection, catering, supplier coordination, schedules, and logistical requirements.
Liaise with vendors and service providers to obtain quotations, compare options, manage bookings, place orders, monitor deliveries, and resolve any issues promptly.
Maintain accurate booking records, track operational expenses, and ensure travel, event, and purchasing arrangements remain within approved budgets.
Serve as the primary contact for employee travel and logistics enquiries, providing timely support and proactively addressing last-minute changes or unexpected challenges.
Support employee onboarding and offboarding by coordinating documentation, equipment arrangements, system access requests, and other administrative requirements.
Assist with the preparation and maintenance of employment contracts, offer letters, contract addendums, Statements of Work (SOWs), and other operational documents.
Provide finance administration support by organizing invoices, processing expense claims, maintaining receipts, and assisting with payroll preparation when required.
Maintain accurate employee records, leave trackers, operational databases, booking information, and internal documentation, ensuring confidentiality and data integrity.
Support the Operations team with general administrative tasks, follow established procedures, and coordinate activities across different business functions.
Identify opportunities to streamline workflows, improve administrative processes, and increase operational efficiency through better organization, digital tools, and automation.
Collaborate with colleagues across geographical locations, ensuring clear communication, reliable follow-through, and consistent operational support.
Requirements:
Previous experience in an administrative, operations, travel coordination, logistics, or similar support role, ideally in a fast-paced business environment.
Strong organizational and time-management skills, with the ability to manage multiple requests, competing priorities, and deadlines effectively.
Excellent attention to detail and a commitment to maintaining accurate records, documentation, bookings, and financial information.
A proactive, resourceful, and solution-oriented approach, with the ability to anticipate operational needs, resolve problems, and adapt to last-minute changes.
Strong written and verbal communication skills, including fluency in English and the ability to communicate professionally with employees, vendors, suppliers, and other stakeholders.
Confidence coordinating external service providers, negotiating practical arrangements, comparing quotations, and ensuring timely delivery of services.
Proficiency with spreadsheets, shared databases, and digital collaboration tools, with the ability to learn new systems quickly.
Ability to work independently, take ownership of responsibilities, follow tasks through to completion, and exercise sound judgment without constant supervision.
Discretion and professionalism when handling confidential employee information, employment documentation, and financial records.
Flexibility and willingness to support different areas of business operations as organizational needs evolve.
Experience coordinating international travel, corporate events, or team offsites is an advantage.
Familiarity with HR information systems (HRIS), expense management platforms, travel booking tools, and electronic signature solutions is desirable.
Previous experience in a startup, digital agency, or remote-first organization is beneficial.
An interest in process improvement, automation, and developing more efficient ways of working is a plus.
Must have the legal right to work in the relevant location, as visa sponsorship is not available. Contractors must provide proof of incorporation and valid insurance where applicable.
Willingness to use personal equipment under a bring-your-own-device (BYOD) policy and provide identity verification and professional references if requested.
Benefits:
Remote-first flexibility: Work remotely from a location where you can perform at your best, subject to the role's geographical and work authorization requirements.
International collaboration: Work with colleagues across Europe, the United States, and other regions in a globally connected environment.
Professional development: Gain exposure to multiple business functions, develop transferable operational skills, and learn through new challenges and responsibilities.
Career progression: Opportunities to take ownership of projects, expand your responsibilities, and develop your career as the organization grows.
Supportive team culture: Join a collaborative, people-focused environment that encourages teamwork, initiative, and shared success.
Team events and experiences: Participate in company meetups, events, and team gatherings designed to strengthen relationships and celebrate achievements.
Entrepreneurial environment: Contribute ideas, improve processes, and make a tangible impact on the efficiency of everyday operations.
Technology-driven workplace: Gain experience working with digital tools and modern operational systems in a fast-growing technology and marketing services environment.