Business Administrator

We're looking for a highly organized, resourceful Business Administrator (remote) to be the operational backbone of our fast-growing company. This role blends administrative support, bookkeeping and vendor/subscription management, project coordination for our Marketing team, multi-calendar management for leadership, and support for onboarding new contractors and team members.
This position is ideal for someone who has experience working with UK and EU based companies and thrived in fast-paced start-up environments, is comfortable working with internationally distributed teams and contractors, and is fluent in modern productivity, project management, and AI tools.

Key responsibilities:

• Provide general administrative support to leadership and cross-functional teams.
• Draft, format, proofread, and manage contracts, NDAs, and vendor agreements in coordination with legal counsel.
• Maintain organized digital filing systems for corporate documents, contracts, and compliance records.
• Track contract renewal dates, key deadlines, and compliance and reporting obligations.
• Support company registrations, licenses, and other administrative/legal filings as needed, including visa support or travel arrangements.
• Support day-to-day bookkeeping tasks: invoice processing, expense tracking, and reconciliation, in coordination with finance/accounting.
• Manage and audit company software subscriptions and vendor accounts (renewals, seat allocation, cost optimization)
• Maintain accurate records of expenses, invoices, and recurring payments for bookkeeper, assist with budget tracking and basic financial reporting.
• Coordinate timelines, deliverables, and resources for marketing projects and campaigns.
• Maintain project trackers and dashboards in tools such as Teamwork, ClickUp, or Jira
• Track action items from meetings and follow up to ensure deadlines are met.
• Manage multiple, often overlapping calendars for executives and department leads across time zones, schedule and coordinate internal and external meetings, interviews, and events. Anticipate scheduling conflicts and proactively resolve them.
• Prepare meeting agendas, take minutes, and track follow-up actions when required.
• Coordinate onboarding logistics for new employees and internationally dispersed contractors (documentation, access provisioning, welcome materials).
• Ensure timely and correct setup of contracts, payments, and system access.
• Maintain onboarding checklists and templates, ensuring a consistent experience across time zones and jurisdictions.

Required:

• 3+ years of experience in an office management, business administration, executive assistant, or coordinator role in the UK or EU operations or companies.
• Proven experience in a fast-paced start-up environment, ideally with a team size of 50+ employees
• Experience supporting or working within international, geographically distributed teams, including managing relationships with internationally dispersed contractors
• Hands-on experience with project and task management tools (e.g., Asana, Monday.com, Trello, ClickUp,etc.)
• Advanced proficiency in Microsoft Excel (formulas, pivot tables, data organization) and Microsoft Word (formatting, templates, mail merge, track changes).
• Active, practical user of AI tools in daily workflow (e.g., ChatGPT, Claude, Copilot, or similar) for drafting, summarizing, research, and process efficiency.
• Strong written and verbal communication skills in English.
• Excellent organizational skills with high attention to detail and ability to manage competing priorities.
• Discretion and sound judgment when handling confidential legal, financial, and HR-related information.
• Comfortable working across time zones and adapting communication style for a globally distributed team.
• Basic understanding of contract vs employment law terminology (not legal certification), bookkeeping

What's on Offer:

• Remote (work-from home) with twice per month office or designated workshop/locations visits
• Competitive salary (base + quarterly KPI bonus)
• Career progression across a multi-brand, international portfolio
• Exposure to high-growth industries and global markets
• Direct collaboration with founders and decision-makers
• Learning & development support (languages, PM, etc.)