Operations Assistant

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for an Operations Assistant based in Spain.
The Operations Assistant will play a key role in ensuring smooth day-to-day business operations within a fast-growing, international, and remote-first environment. This position combines travel coordination, event planning, vendor management, and administrative support across People Operations, Finance, and internal systems. You will take ownership of bookings, logistics, documentation, and operational requests, helping teams work efficiently while maintaining accuracy and cost control. Working closely with the Operations team and colleagues across different regions, you will resolve challenges proactively and ensure every detail is handled with care. You will also contribute to employee onboarding and offboarding, financial administration, and the continuous improvement of internal processes. This is an exciting opportunity for an organized, resourceful professional who enjoys taking initiative, collaborating across functions, and growing within an entrepreneurial, technology-driven organization.
Accountabilities:
Coordinate end-to-end business travel arrangements, including flights, accommodation, ground transportation, and detailed itineraries, ensuring smooth and cost-effective travel experiences.
Organize company events, team offsites, office days, and internal gatherings, managing venue selection, catering, supplier coordination, schedules, and logistical requirements.
Liaise with vendors and service providers to obtain quotations, compare options, manage bookings, place orders, monitor deliveries, and resolve any issues promptly.
Maintain accurate booking records, track operational expenses, and ensure travel, event, and purchasing arrangements remain within approved budgets.
Serve as the primary contact for employee travel and logistics enquiries, providing timely support and proactively addressing last-minute changes or unexpected challenges.
Support employee onboarding and offboarding by coordinating documentation, equipment arrangements, system access requests, and other administrative requirements.
Assist with the preparation and maintenance of employment contracts, offer letters, contract addendums, Statements of Work (SOWs), and other operational documents.
Provide finance administration support by organizing invoices, processing expense claims, maintaining receipts, and assisting with payroll preparation when required.
Maintain accurate employee records, leave trackers, operational databases, booking information, and internal documentation, ensuring confidentiality and data integrity.
Support the Operations team with general administrative tasks, follow established procedures, and coordinate activities across different business functions.
Identify opportunities to streamline workflows, improve administrative processes, and increase operational efficiency through better organization, digital tools, and automation.
Collaborate with colleagues across geographical locations, ensuring clear communication, reliable follow-through, and consistent operational support.
Requirements:
Previous experience in an administrative, operations, travel coordination, logistics, or similar support role, ideally in a fast-paced business environment.
Strong organizational and time-management skills, with the ability to manage multiple requests, competing priorities, and deadlines effectively.
Excellent attention to detail and a commitment to maintaining accurate records, documentation, bookings, and financial information.
A proactive, resourceful, and solution-oriented approach, with the ability to anticipate operational needs, resolve problems, and adapt to last-minute changes.
Strong written and verbal communication skills, including fluency in English and the ability to communicate professionally with employees, vendors, suppliers, and other stakeholders.
Confidence coordinating external service providers, negotiating practical arrangements, comparing quotations, and ensuring timely delivery of services.
Proficiency with spreadsheets, shared databases, and digital collaboration tools, with the ability to learn new systems quickly.
Ability to work independently, take ownership of responsibilities, follow tasks through to completion, and exercise sound judgment without constant supervision.
Discretion and professionalism when handling confidential employee information, employment documentation, and financial records.
Flexibility and willingness to support different areas of business operations as organizational needs evolve.
Experience coordinating international travel, corporate events, or team offsites is an advantage.
Familiarity with HR information systems (HRIS), expense management platforms, travel booking tools, and electronic signat