Executive & Operations Assistant

We are seeking a proactive and highly organized Executive & Operations Assistant to provide direct support to the Managing Director while ensuring the smooth running of the office, facilities, and related operations.

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.

Key Responsibilities

Finance & Supplies

• Verify and secure weekly cash and credit card slips.
• Order and manage stock of office supplies (stationery, kitchen, cleaning, etc.).

Facilities & Maintenance

• Coordinate with electricians, plumbers, and other specialists for quotes, invoices, and repairs.
• Manage cleaners’ schedules, payments, and performance.

Customer & Staff Support

• Be the primary contact for staff inquiries (payroll, holidays, sick leave).
• Conduct outbound callbacks for physiotherapy or personal training inquiries.

Property & Equipment Management

• Oversee Airbnb property operations including bookings, check-ins/outs, guest support, and cleaning.
• Conduct regular property and equipment checks.

Financial & Administrative (Weekly/Monthly)

• Cross-check receipts, expenses, and credit card transactions.
• Maintain weekly reports (corporate wellness, PT performance, payments/expenses).
• Assist with invoices, VAT submissions, and financial reconciliations in Xero.

Strategic & Executive Support

• Support the Managing Director with travel bookings, research, and personal administrative tasks.
• Assist in long-term planning and special projects.

Relationship Management

• Maintain strong relationships with service providers, cleaners, and vendors to ensure quality and reliability.

Salary: $1300 / Month

Type of Work: Full time remote

Work Schedule: UK/Ireland hours

Requirements

Essential

• In depth background in a remote set-up of work similar to freelancing as an Independent Contractor (deep understanding on the pros & cons involved in this industry).
• Proven experience as an Executive Assistant, Office Manager, or Operations Assistant.
• Strong organizational and multitasking skills with attention to detail.
• Proficiency in financial administration (invoices, expense tracking, reconciliations).
• Experience with accounting software (e.g., Xero) and MS Office/Google Workspace.
• Excellent communication and interpersonal skills for dealing with staff, customers, and service providers.
• Ability to work independently, prioritize effectively, and solve problems proactively.
• Reliable high-speed internet connection (with backup).

Desirable

• Previous experience in property management (Airbnb or similar).
• Knowledge of facilities coordination and vendor management.
• Experience in customer support or staff relations (HR basics such as leave, payroll queries).
• Flexible and adaptable to support both business and personal tasks of the executive.