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Executive & Operations Assistant

April 29, 2026

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. <ul> <li>Salary: $1300 / Month</li> <li>Type of Work: Full-time remote</li> <li>Work Schedule: UK/Ireland hours</li> </ul> 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.

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...