Remote Operations Coordinator AI Labs

EXUS; Kentucky; Remote; USD 50,000 - 70,000; Full time

Job summary

A leading AI solutions firm is seeking a Remote Operations Coordinator to manage day-to-day operations and support the team. You'll handle travel logistics, coordinate events, and maintain documentation. The ideal candidate has a bachelor's degree and 2-5 years of experience. Excellent communication skills in Greek and English are essential. This role offers competitive salary and remote working options.

Benefits

Competitive salary

Remote Working

Inclusive work environment & Well-being Program

Private Health Insurance

Unlimited time off

Qualifications

• 2-5 years of work experience in a similar role.
• Ability to establish positive working relationships in a remote environment.
• Ability to work occasionally from the offices in Athens.

Responsibilities

• Book flights, accommodation, and handle travel insurance.
• Organise team meetups, project workshops, and online gatherings.
• Ensure alignment across meetings, events, and schedules.
• Source vendors, negotiate contracts, and process purchase orders.
• Keep records up to date and accessible.
• Write and distribute updates to keep the team informed.
• Be the first point of contact for day-to-day questions.

Skills

Organizational skills

Negotiation skills

Attention to detail

Problem-solving mindset

Written communication in English

Verbal communication in Greek

Education

Bachelor’s degree in any field

Tools

Business software and tools

Remote collaboration tools

Job description

Overview

EXUS AI Labs, the R&D Division of EXUS, designs and develops robust and trustworthy AI solutions that leverage big data analytics across multiple verticals. For more than 30 years, EXUS AI Labs has gained substantial experience in managing research activities, from ideation to realisation, leveraging a highly professional and diverse team. EXUS AI Labs coordinates and participates in projects funded under the H2020 Research and Innovation and Horizon EUROPE Programme. Our division works on more than 35 large-scale Research and Innovation Projects in sectors including Security (Physical and Digital), Defence, Health, and Creativity. Our core competencies are in AI, data analytics, real-time systems engineering, complex event processing, and large-scale cloud implementations.

Our people constitute the source of inspiration that drives us forward and helps us fulfil our purpose of being role models for a better world. This is your chance to be part of a highly motivated, diverse, and multidisciplinary team which embraces breakthrough thinking and technology to create software that serves people.

Our shared Values:

• We are transparent and direct
• We are positive and fun, never cynical or sarcastic
• We are eager to learn and explore
• We put the greater good first
• We are frugal and we do not waste resources
• We are fanatically disciplined, we deliver on our promises

We are EXUS AI Labs! Are you?

Position

We are looking for a Remote Operations Coordinator to be the backbone of our day-to-day operations. You will own processes that keep our people supported and our division running smoothly. From travel arrangements and company-wide events to managing documents and reimbursements, you will ensure things get done efficiently, accurately, and on time.

This is a hands-on role where no two days look the same. One day you may be arranging international travel, the next preparing insurance documents, coordinating an event, or publishing a company announcement. If you enjoy variety, problem-solving, and being the go-to person, this role is for you.

Role Responsibilities

• Own travel logistics – Book flights, accommodation, and handle travel insurance.
• Coordinate company events – Organise team meetups, project workshops, and online gatherings.
• Maintain the company calendar – Ensure alignment across meetings, events, and company-wide schedules.
• Conduct procurement activities - Source vendors, negotiate contracts, and process purchase orders.
• Manage documentation and filing – Keep records up to date and accessible.
• Create and share announcements – Write and distribute updates to keep the team informed.
• Handle employee requests – Be the first point of contact for day-to-day questions and needs.

Qualifications

• Bachelor’s degree in any field; degrees in Business Administration or Finance are a plus
• 2-5 years of work experience in a similar role
• Proficient in using business software and tools, comfortable with remote collaboration tools
• Strong organisational skills and ability to manage multiple priorities
• Attention to detail and ability to follow through
• A strong problem-solving and proactive mindset
• Excellent negotiation skills
• Excellent written and verbal communication skills in Greek and English
• Ability to establish positive working relationships within a dynamic, international remote environment
• Ability to work occasionally from the offices in Athens (Petralona) is required

Benefits

• Competitive salary
• Remote Working
• Inclusive work environment & Well-being Program
• Private Health Insurance
• Unlimited time off

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