Operations Assistant

EasyBiz is one of the fastest-growing tech companies in Luxembourg. We make incorporation and accounting actually painless for founders and entrepreneurs. We're 20 people, multinational, growing fast, and we need someone to make sure the operational side keeps up. This is not a glamorous "Executive Assistant" role. It's the person who keeps the office running, payments moving, and team life functioning. If you're the kind of person who notices a flickering light bulb, finds a contractor to fix it at a sensible price without being asked, and remembers that Marie is vegetarian, keep reading. *What will you do:* Run the office. Cloche d'Or is the main site, LCI is the second. You handle supplies, contractors (cleaning, IT, maintenance, internet), repairs, merch, and the small daily things that go wrong. You're not expected to fix the AC yourself; you're expected to find someone who can, at a sensible price, without three rounds of back-and-forth with us. Own the payment pipeline. Enter invoices into our bank-client and our internal platform, run partial reconciliations, and maintain the payment calendar, every recurring payment we have lives there, and you flag what's coming up *before
* it's due. You don't approve payments, but scheduling, entering, controlling, and making sure nothing zombie ever goes out is yours. Help us hire. When we have an open role: post the ad, screen incoming CVs, run the first 1-hour calls, and hand off the strong candidates to the hiring manager. You're the filter, not the decision-maker. Help implement new people initiatives. Run employee assessments, identify development goals, build training plans, and coordinate courses or learning programs that help the team grow. Onboard and offboard. When someone joins, you create access to all of our platforms, you help their manager get them set up: laptop, access, paperwork, and welcome lunch. When someone leaves, you make sure nothing is forgotten: accounts closed, hardware returned, subscriptions cancelled. We never want to discover we've been paying €40/month for someone who left in March. Make team life happen. Birthdays, lunches, offsites, the Christmas party. Not just "book a restaurant": actually think about what would be fun and propose ideas. Watch over the team. This isn't on any checklist, but it's the part of the job we care most about. You notice when someone's been quiet for two days and check in. You see when the team has been head-down for three weeks and propose a Friday drink before someone burns out. You bring ambitious people together so they energize each other instead of grinding alone. You remember the small things: birthdays, dietary restrictions, the colleague whose dad is in the hospital. We hire driven people; you're the person who makes sure they stay human. Keep order. We like things to live in clean tables and lists. Contractors, payments, subscriptions, equipment, vendor pricing: by your third month, those tables exist in Notion (or Sheets), they're current, and the team uses them instead of asking you. Help us work smarter. Automate repetitive processes through vibe coding and automation tools. Be tech-savvy, curious, and constantly look for ways to save the team time and eliminate unnecessary manual work. Keep HR admin running smoothly. Prepare payroll inputs, create salary payments, maintain reporting documents, and accurately track vacations, sick leave, absences, and other employee records. + Take ownership of one-off tasks from the CEO and team, from quick fixes to unexpected projects that simply need to get done. *What we need from you*
- 2-3+ Years of experience as an operational assistant and HR
- Hyper-organized. You like order. You build the small tables and lists that keep things from falling through the cracks: even when no one's checking.
- Attentive to detail and to people. You remember the cleaning contractor needs to be paid by the 5th, and that Tom seemed off all of last week.
- Genuinely cares about people. Not as a line on your CV. As something you actually do, noticing how others are doing, remembering what matters to them, finding the small ways to make someone's day better. If this isn't you, the rest doesn't work for us.
- Resourceful. You don't escalate empty. You hit a problem you can't solve immediately you come back with two quotes, three options, a recommendation. We shouldn't have to do your googling for you.
- Direct. You give and take honest feedback. We tell each other when something's wrong, and we fix it. No drama.
- Languages. English C1+ and French, Russian would be very useful, our team uses all three.
- Picks up tools fast. Notion, bank-clients, our internal platform: none of it is hard, but you need to be the kind of person who reads documentation and figures things out instead of waiting. *Why this isn't a boring job* A few honest things about this role that the salary doesn't reflect: The work isn't repetitive. Broken thing on Monday, new hire on Tuesday, contractor renegotiation on Wednesday, offsite planning on Thursday. We're not stable enough to have the same 5 tasks every day, and that's not going to change soon. The role grows with you. We don't have a fixed career ladder. If you turn out to be great at hiring, real recruiting can grow from this. If you're great at vendor negotiation, owning that across the company is a direction. If you have a head for systems, internal operations is a direction. We're not promising any specific path — we're saying that in a 20-person company growing fast, what you end up doing in 12 months depends on where you actually shine, not on the title we hired you for. The honest part
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Salary:
CDI, 40h/week. €35-50K
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Location:
Cloche d'Or, Luxembourg City. In-office.
- Vacation: 26 days.
- Probation: 6 months.
- Start: ASAP. Pay: €39,900.00
- €50,000.00 per month Application Question(s):
- Have you independently managed a project from start to finish without direct supervision from a manager?
- What is your desired salary?
- Are you legally authorized to work in Luxembourg?

Experience:
- Operations assistance: 2 years (Required) Language:
- English and French (Required)

Location:
- Luxembourg (Required) Work

Location:
In person