Full-Time Executive Assistant & HR / Operations Admin

We're looking for one experienced assistant to handle personal admin, run HR administration for the team, and keep our tools and processes organized.

You'd be working directly with me, not through a manager or agency. I'm looking for someone long-term.

WHAT THE WORK LOOKS LIKE

Personal & Executive Admin

• Planning and booking international travel (flights, hotels, apartments, car rentals, entry requirements).
• Researching options and summarizing them clearly, e.g. comparing apartments, service providers, or quotes.
• Managing my calendar, reminders, and some of my email .
• Tracking deadlines: document renewals, payments, subscriptions, company paperwork.
• Keeping team records up to date: contracts, start dates, pay rates, documents.
• Preparing monthly payroll for my approval .
• Tracking time off, availability, contract renewals, and probation dates.
• Running onboarding and offboarding: contracts, account setup, access removal.

Team Systems & Organization

• Setting up and maintaining our ClickUp workspace: spaces, lists, statuses, templates.
• Keeping Slack organized: channels, permissions, integrations.
• Building and maintaining our Notion workspace: onboarding guides, SOPs, handoff docs, team directory.
• Documenting how things are done so new team members can get up to speed quickly.

Bookkeeping

• Categorizing business and personal transactions in several currencies.
• Organizing receipts and invoices.
• Reconciling statements and keeping records ready for my accountants.

WHAT I'M LOOKING FOR

• Several years of experience as an executive assistant, operations assistant, or similar.
• Hands-on HR admin experience, including payroll preparation and employee records.
• Strong, proven experience with ClickUp, Slack, and Notion. You've built workspaces, not just used them.
• Experience with bookkeeping software (Xero, QuickBooks, or similar).
• Experience booking international travel.
• Clear, professional English.
• Careful with details: names, dates, and amounts matter.
• Comfortable following up on things without needing reminders.
• Discreet. You'll handle private, financial, and salary information.
• Comfortable using AI tools in your work.
• Reliable internet and backup power.
• Available full-time, without other major clients.

Nice to have: experience with Deel, relocation or property admin, some Portuguese or Spanish.

Shortlisted applicants will have a short video call and a small paid test task, followed by reference checks.