Job Title: Operations Associate

Reports to: EA to CEO

Location: Dublin (Hybrid)

Contract: 24 months

The Role

You’ll work closely with the EA to the CEO and the leadership team to own the administrative, operational, and internal communication workflows, ensuring the business runs efficiently and processes scale effectively as we grow.

This is a dynamic, hands-on position for someone who thrives on bringing structure, efficiency, and connection to a growing biotech company. You’ll play a key part in not just keeping operations running, but also helping the team stay informed, aligned, and engaged.

This role is offered as a 24-month fixed-term contract.

Key Responsibilities

Operations & Systems Management

• Act as the first point of contact for IT and systems requests from the team (e.g., SharePoint libraries, license management, troubleshooting coordination).
• Coordinate new hire and leaver IT setup, including hardware, software, and system access.
• Manage and administer key company tools including SharePoint and DocuSign.
• Coordinating office logistics e.g. new starter passes, arranging office moves.
• Organizing executed agreements in LinkSquares/SharePoint.
• Manage company mailbox and virtual post/mail services, ensuring all correspondence is processed efficiently.
• Monitor the finance mailbox: route incoming invoices to the correct legal entity, respond to vendor payment queries and escalate proforma invoices that require upfront payment.
• Support financing in preparing payment runs for review and approval.
• Oversee vendor relationships, subscription renewals, and license management.
• Manage new customer forms with vendors including credit applications.
• Identify and implement process improvements to streamline day-to-day operations and support scaling.

Administrative & Team Support

• Manage team travel logistics (flights, hotels, itineraries, and expenses) and conference registrations.
• Coordinate team meetings and scheduling, including obtaining availabilities and managing calendar invites.
• Manage company calendar – conferences, Board meetings, offsites and other important events.
• Maintain organized digital filing systems and ensure documentation is easily accessible.
• Support planning and logistics for team offsites, leadership meetings, and company events.
• Manage general office logistics, including supplies and facilities (where applicable).
• Support recruitment processes as needed, including posting roles, scheduling interviews, and coordinating candidate communications.
• Support with various research and adhoc projects as needed.

Communications & Culture

• Support internal communications by aggregating key updates across functions and creating concise team-wide summaries or posts.
• Share “shoutouts,” wins, and culture moments to strengthen team connection and engagement.
• Help maintain a consistent communication rhythm across the company (e.g., weekly updates, announcements).
• Collaborate with the EA and leadership team on culture-building initiatives and internal events.

About You

• Must be a recent graduate (graduated within the last 4 years) with at least 1+ years of experience in operations, or administrative roles - ideally within a startup or biotech environment.
• Highly organized, detail-oriented, and proactive.
• Excellent communicator, adaptable, and comfortable with ambiguity.
• Problem-solver who enjoys improving processes and finding better ways to work.
• Tech-savvy and quick to learn new tools.
• Discreet, professional, and reliable when handling sensitive information.
• Comfortable juggling multiple priorities in a fast paced, changing environment.

Please note: We appreciate your interest in Aerska and look forward to reviewing your application. However, if we receive a high volume of applications, we will only be able to contact candidates selected for the next stage.

Aerska is an equal opportunities employer. We are committed to building a diverse and inclusive workplace where all individuals are treated with dignity and respect, regardless of gender, age, race, disability, sexual orientation, religion, or belief.