Operations & Administrative Assistant

Description

Summary: The Operations & Administrative Assistant ensures smooth operations across teams, focusing on administration, finance, contracts, and logistics in a dynamic environment. Highlights: 1. Key role in ensuring smooth operations across all teams on-site 2. Thrive in a dynamic environment handling a variety of tasks efficiently 3. Provides hands-on support across teams and functions as needs arise **The Role** As an Operations \& Administrative Assistant, you will play a key role in ensuring smooth operations across all teams on\-site, with a primary focus on administration\-related tasks. You will support both the Education and Hospitality crews while working closely with the General Manager (GM) and Education Center Director (ECD) to manage finance\-related processes, hiring administration, contracts, budgeting, logistics, and operational planning. This role is ideal for someone who thrives in a dynamic environment and enjoys handling a variety of tasks that keep our locations running efficiently. As a true generalist, you will provide hands\-on support for a wide range of tasks across teams and functions as needs arise. **What You'll Do** Finance \& Administration * Upload invoices to the finance system and track payments. * Book invoices and landlord receipts into Payhawk. * Maintain a finance tracker for budgeting and planning. * Calculate monthly charges for team members staying in Boundless Homes. * Process team invoicing for rent and bills monthly. * Track invoices, budgeting, and financial planning for events, teaching resources, and purchases. * Coordinate with the accounting office and local authorities for hiring administration. * Prepare and maintain monthly/annual documentation for labor authorities. * Update and maintain accurate property information across various internal property records. Contracts \& Documentation * Coordinate and mediate contract drafting and signing for vendors, landlords, and team members. * Update files related to property descriptions, lease terms, and rental agreements with guidance. * Support the administrative side of real estate expansion. * Assist in drafting agreements with service providers and third parties. Onboarding \& Team Support * Handle all administrative communication for new team members, including housing arrangements, arrivals, and general support. * Prepare and organize files and presentation decks for pre\-arrival webinars, operational tasks, new cohorts, and community events to ensure a seamless onboarding experience for new team members and families. Logistics \& Procurement * Order and track cleaning supplies, classroom materials, and operational resources. * Oversee equipment upkeep and supply inventory management. * Manage the procurement and distribution of swag for new students. * Provide administrative planning and logistics support for Extracurricular Activities (ECAs), field trips, and other community events. * Budget, arrange transportation, and coordinate teams for event execution. General Support * Support cohort turnover weeks, helping teams prepare for guest arrivals and departures. * Provide coverage during team member vacations, absences, or leaves. * Participate in key events, such as welcome ceremonies, to provide support where needed. * Assist team members to curate experiences, services, and other offerings. * Be available to occasionally support or attend team gatherings, location events, or key activities that may take place outside of standard working hours. * Monitor community channels and support team members to respond to questions and requests in a timely manner. * Provide support with any other administrative tasks as requested. **Success Metrics** * High NPS scores. * Efficient and timely processing of invoices, contracts, and administrative tasks. * Well\-organized logistics for events, onboarding, and procurement. * High satisfaction from team members and leadership regarding administrative support. **About You** * Excellent communication skills in English and Portuguese. * Must be based in Sintra. * Experience in administration, finance support, or operations in fast\-growth startups. * Highly organized with the ability to manage multiple priorities at once. * Adaptable and flexible, with the ability to thrive in ambiguous environments. * Experience with finance systems, budgeting, and invoice tracking. * Comfortable working in a fast\-paced, multicultural environment. * A can\-do attitude — you do what it takes to contribute to the success of the team. * Strong communication and coordination skills. * Able to problem\-solve independently while collaborating with different teams. * Experience in hospitality, education, or real estate administration is a plus. **Why Join Us** * The world is your oyster — immerse yourself in inspiring destinations while you work. * Meaningful impact — create environments where children and families thrive together. * Experience curation — design authentic cultural moments that become lifelong memories. * Community building — foster deep bonds between global families and enable childhood friendships across borders. * Work\-life integration — structured schedules with time to explore and recharge. * Family benefits — enjoy discounted tuition for your children at our Boundless Schools. **What's Next** * First call (30 min) — Chat with our Recruiter. * Interview with the General Manager (45 min) — Deep dive into your experience and approach. * Interview with ECD (45 min) — Deep dive into your experience and approach. * Final check\-in (optional, 30 min) — Wrap\-up conversation to clarify any questions. The process may change slightly as we go along, but we'll keep you informed at all times. If you're ready to take on a dynamic role and make a real impact, we'd love to hear from you. Pagamento: 18 000,00€ \- 20 000,00€ por ano Localização do trabalho: Presencial