Executive & Operations Assistant

Description 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 of 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.