Executive & Operations Assistant

<p><strong>Description</strong><br />
We are seeking a proactive and highly organized Executive &amp; Operations Assistant to provide direct support to the Managing Director while ensuring the smooth running of the office, facilities, and related operations.</p>
<p>This role is a dynamic blend of executive support, finance administration, facilities management, and staff/customer assistance. The successful candidate will be the key point of contact for internal teams, service providers, and customers, ensuring that daily operations run efficiently and strategically.</p>
<p><strong>Key Responsibilities</strong></p>
<p>Finance &amp; Supplies</p>
<p>Verify and secure weekly cash and credit card slips.<br />
Order and manage stock of office supplies (stationery, kitchen, cleaning, etc.).</p>
<p>Facilities &amp; Maintenance</p>
<p>Coordinate with electricians, plumbers, and other specialists for quotes, invoices, and repairs.<br />
Manage cleaners’ schedules, payments, and performance.</p>
<p>Customer &amp; Staff Support</p>
<p>Be the primary contact for staff inquiries (payroll, holidays, sick leave).<br />
Conduct outbound callbacks for physiotherapy or personal training inquiries.<br />
Property &amp; Equipment Management</p>
<p>Oversee Airbnb property operations, including bookings, check-ins/outs, guest support, and cleaning.<br />
Conduct regular property and equipment checks.</p>
<p>Financial &amp; Administrative (Weekly/Monthly)</p>
<p>Cross-check receipts, expenses, and credit card transactions.<br />
Maintain weekly reports (corporate wellness, PT performance, payments/expenses).<br />
Assist with invoices, VAT submissions, and financial reconciliations in Xero.</p>
<p>Strategic &amp; Executive Support</p>
<p>Support the Managing Director with travel bookings, research, and personal administrative tasks.<br />
Assist in long-term planning and special projects.</p>
<p>Relationship Management</p>
<p>Maintain strong relationships with service providers, cleaners, and vendors to ensure quality and reliability.</p>
<ul>
<li>Salary: $1300 / Month</li>
<li>Type of Work: Full-time remote</li>
<li>Work Schedule: UK/Ireland hours</li>
</ul>
<p><strong>Requirements</strong><br />
<strong>Essential</strong></p>
<p>In-depth background in a remote set-up of work similar to freelancing as an Independent Contractor (deep understanding of the pros &amp; cons involved in this industry).<br />
Proven experience as an Executive Assistant, Office Manager, or Operations Assistant.<br />
Strong organizational and multitasking skills with attention to detail.<br />
Proficiency in financial administration (invoices, expense tracking, reconciliations).<br />
Experience with accounting software (e.g., Xero) and MS Office/Google Workspace.<br />
Excellent communication and interpersonal skills for dealing with staff, customers, and service providers.<br />
Ability to work independently, prioritize effectively, and solve problems proactively.<br />
Reliable high-speed internet connection (with backup).</p>
<p><strong>Desirable</strong></p>
<p>Previous experience in property management (Airbnb or similar).<br />
Knowledge of facilities coordination and vendor management.<br />
Experience in customer support or staff relations (HR basics such as leave, payroll queries).<br />
Flexible and adaptable to support both business and personal tasks of the executive.</p>