Executive & Operations Assistant

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<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>