Office Manager / Executive Assistant

This role is expected to outgrow its title. You will start by running the day to day of a growing international engineering business. Where you take it from there is largely up to you: marketing, client outreach, CRM, and building AI driven processes the whole team will run on.

Your core job is to keep the business running smoothly. You will support the management team day to day, paperwork our clients and employees depend on, and optimise the internal processes. That alone makes you central to how the company works.
But we are not hiring someone to stop there. We build our operations around modern AI tools such as Claude and agent based workflows, and we want the person in this seat to create processes around them, train colleagues to use them, and assist over time take on marketing, outreach and CRM. For the right person this will become something bigger than administration, and your responsibility, title and pay will grow with it.

What you will do

• Support the management team day to day: correspondence, travel, meeting preparation and follow ups.
  
• Work with client paperwork: prepare and track proposals, purchase orders, contracts, timesheets and invoicing support documents for international clients.
  
• Employee paperwork: employment documents, onboarding, leave requests, training records and other HR administration, working with our accountant where needed.
  
• Keep records in order: maintain company templates, registers and the document filing structure, so information is easy to find and always current.
  
• Build processes: spot recurring work that has no procedure yet, design an efficient process for it, document it and make it stick as the team grows.
  
• Put AI to work: help build workflows around AI tools and agents, then train the team to use them for any task where a process exists.
  
• Communicate: liaise with clients, suppliers and our accountant in English and Lithuanian, by email, phone and video call.
  

What we are looking for

• Excellent English, written and spoken (C1 or equivalent). Most of our documents and daily communication are in English, and part of the interview will be too.
  
• Fluent Lithuanian for local employment and administrative matters.
  
• A proactive, self directed working style. You notice what needs doing and do it without waiting for instructions, and you are comfortable with the ambiguity of a young company.
  
• A process mindset. You have built or improved working procedures before, or can show us you think that way: checklists, templates, systems and SOP’s that outlast you.
  
• Confident MS Office skills, especially Word and Excel, and a quick hand with new digital tools.
  

A great benefit, though none of these are required: experience with CRM systems, HR administration, marketing, or AI tools such as Claude, ChatGPT or Copilot used to build real working processes. We welcome both experienced administrators and earlier career candidates with clear potential.

What we offer

• Salary of EUR 2,000 to 3,000 gross per month, depending on your experience. The range reflects the starting scope; as the role grows, the pay is reviewed with it.
  
• A role with a real growth path into marketing, CRM, outreach and AI process ownership. You will shape the processes rather than inherit them.
  
• An AI forward workplace: we build our ways of working around modern AI tools, and you will be at the centre of that, with training and room to experiment.
  
• Investment in your development: we already train engineering apprentices and students from the ground up, and we will invest in you the same way.
  
• Hybrid work from our Vilnius office, with flexibility once you are settled in.
  
• Direct daily work with the management team and broad exposure to how an international consultancy is run, from proposals to project delivery.
  

How to apply
Send your CV and a short cover note in English to with the subject line “Administrator”. In your note, tell us about one process you built or fixed, at work or elsewhere, and, if you have one, an example of how you have used AI tools in real work. We review applications as they arrive and will contact selected candidates for an interview.

2000-3000 €/mon. gross

Žirmūnų g. 139, LT-09120 Vilnius Calculate your travel time to work