Operations & Administrative Assistant
Part-timeSupport the founders and team across administrative, finance, and operations topics. Help keep the company running smoothly behind the scenes as the connective tissue between founders, accountants, consultants, and the team.
Cyberwave is building the next generation of robotics and AI infrastructure. We're a small, fast-moving team of engineers, builders, and operators — and we're looking for a sharp, reliable Operations & Administrative Assistant to help keep the company running smoothly behind the scenes.
This role is perfect for someone who enjoys bringing order to complexity, following things through to completion, and acting as the connective tissue between founders, accountants, consultants, and the team.
If you enjoy being the person who makes sure things actually get done, we'd love to hear from you.
Work Style
Fully remote, async-friendly
Requirements
- Highly organized and detail-oriented
- Comfortable working independently and remotely
- Proactive: you don't wait to be told twice
- Clear communicator, both written and verbal
- Familiar with basic accounting / admin processes (startup experience is a plus)
- Based in Italy; Milan area is a plus for occasional in-person onboarding or meetups
- Good written English: We are an international team
Responsibilities
- Support accountant-related workflows (invoices, supplier documents, payments tracking)
- Make sure suppliers are paid on time and documentation is properly stored
- Help keep company records organized and up to date
- Collect questions from the team and relay them to the consulente del lavoro
- Help ensure payroll and related processes run on time
- Follow up with founders and team members to collect expense receipts and required documents
- Help manage company insurances (assets, equipment, etc.)
- Track renewals and ensure coverage is in place when needed
- Organize internal events and offsites (retreats, team meetups)
- Book flights, hotels, and coordinate logistics
- Help plan schedules and keep everyone aligned
- Be a point of contact for day-to-day operational questions
- Gently but persistently follow up on open items