Operations Associate | A-Players

Accountabilities:: 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.