• Associate servicing: Coordinate onboarding documentation, offers, non-disclosure agreements, matching paperwork, and reference checks for new associates.

• Manage monthly invoicing for more than 50 associates, including collecting and validating invoices, following up on outstanding submissions, checking records, and preparing payroll calculations.

• Maintain accurate associate records, including time off, work anniversaries, events, access requests, and confirmation letters, using internal systems.

• Respond to day-to-day associate questions and ensure administrative requests are handled accurately and promptly.

• Team and people administration: Coordinate birthday and anniversary gifts, well-being packages, team activities, meetups, business trips, and offsites, including logistics and budget preparation.

• Support internal recruitment administration by managing job posts, application links, and interview calendars.

• Coordinate onboarding logistics for new core-team members, including accounts, invitations, equipment, and merchandise.

• Operational support: Assist the Head of Operations with research, vendor and tool comparisons, testing, information gathering, document preparation, proofreading, and administrative finance groundwork.

• Handle varied requests from colleagues, including researching services, maintaining internal systems, preparing surveys, and organising information.

• Triage incoming operational requests, determine the appropriate next steps, complete tasks, and escalate issues when necessary.

• Identify opportunities to improve or automate recurring workflows, using AI and productivity tools while carefully verifying their outputs.

Requirements:

• A junior-level generalist profile with a strong willingness to learn and develop within an operations function. Previous experience is less important than working style, reliability, and potential.

• Exceptional strength in at least one of the following areas:

  • Very fast learning and the ability to understand context and instructions quickly.

  • Strong practical knowledge of AI tools or technical systems.

  • Commercial experience involving contracts, invoices, clients, or electronic signatures.

• Excellent attention to detail, with the ability to identify inconsistencies in dates, figures, documents, and administrative records.

• Strong organisational skills and the ability to turn fragmented information or informal requests into clear, actionable tasks.

• Regular use of AI tools for learning and productivity, with an understanding of effective prompting and the importance of checking AI-generated results.

• Ability to manage priorities independently, organise daily workloads, and communicate potential issues proactively.

• Adaptability and a practical approach to changing priorities without losing track of ongoing responsibilities.

• Good written and spoken English, with the confidence to communicate directly with international colleagues.

• Comfort with structured, repetitive, detail-intensive work, including high-volume invoice processing and administrative checks.

• Familiarity with CRM systems, databases, or business applications is helpful. Experience with Airtable, Brex, TeamTailor, or Copper is not required, as training will be provided.

Nice to have:

• Previous experience as an executive or founder's assistant.

• Exposure to operations in a startup, agency, or other fast-paced environment.

• Experience in finance administration, people operations, or IT and product-related functions.

• Familiarity with process documentation, workflow automation, or productivity tools.

Benefits:

• Fully remote, full-time opportunity open to candidates based in Ukraine or elsewhere in Europe.

• Fixed working schedule aligned with European time zones, agreed at the start of employment, with some flexibility toward evening hours.

• Flexible working arrangements within agreed availability and team collaboration requirements.

• Unlimited time off, coordinated and agreed in advance.

• Access to paid AI and productivity tools, as well as an internal library of operational playbooks and templates.

• Direct exposure to the US startup ecosystem and collaboration with founders and teams backed by leading venture capital firms.

• Structured onboarding and a clear first-90-day development plan, with opportunities to take ownership of processes and propose improvements.

• Long-term growth opportunities, including the possibility to develop into new projects and responsibilities across different areas.

• Opportunities to participate in team trips and offsites.

• Supportive, fully remote international team with an established operating history.

• Three-month probation period, with the possibility of completing it earlier based on performance.

• Recruitment includes a paid, five-day trial week involving realistic operational tasks.