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
