Back-Office Assistant and Administrator

• *This is a COMPLETELY REMOTE position so we hire worldwide, but it would be best if you are around the European timezone, as the majority of the team is located around this continent.

Job Responsibilities:

• Coordinate activities and operations to secure efficiency and compliance to company policies.
• Manage agendas/travel arrangements/appointments etc. for the upper management.
• Manage communications and correspondence internally and externally with partners.
• Support budgeting, bookkeeping procedures, and another related financial processing.
• Create and update records and databases with personnel, financial and other data.
• Submit timely reports and prepare presentations/proposals as assigned.
• Assist colleagues whenever necessary, and perform any tasks as requested.
• Handle technical issues in their area of expertise and collaboration with line managers.
• Update all necessary data and knowledge into our internal archiving system.
• Receives and audits invoices for accuracy and compliance and ensures prompt payment of departmental bills.
• Handles administrative tasks for faculty searches and staff recruiting.
• Monitors expenditures, processes payment requests for reimbursement;  prepares purchase orders, purchase requisitions and ensures proper  procedures for paying service providers, consultants, and contractors.
• Maintains accounts payable and accounts receivable records.

• 3 years of working experience as Office Administration, Office Assistant, Operations Coordinator, or similar role in a remote environment.
• Experience with Finance, Accounting, and payment processing.
• Excellent English language (speaking, reading, writing).
• Practical experience with Google Workspace products (docs, sheet, slides, calendar, etc.)
• Experience with other project management and communication tools like Slack, ClickUp, Asana, or similar.
• Professional is managing email communications and correspondents.
• Love when things are organized, are very clear and detailed.
• High level of Emotional Intelligence, Critical Thinking and Empathy.
• Able to manage Time and Workload effectively.
• Have the ability to Solve-Problems, take decisions and multi-talk (when needed).
• High level of work Ethics, and Interpersonal skills.
• Able to work within EU timezone. Fully remotely.