# Executive Assistant & Operations Manager

> The Vault · Limassol, Cyprus · Full-time · Posted 2026-10-05

**Workplace:** on_site

## Description

We are a digital-asset infrastructure group. We build institutional custody technology and operate regulated entities in Cyprus (CySEC MiCA CASP licence), Switzerland (VQF SRO membership), the UK and the UAE. A new entity in Georgia is being set up now.

The first part of the role is executive support to the CEO: calendar, meetings, decisions and follow-ups. The second part is operations support across the group, working with the COO: keeping company documents in order, preparing document sets and KYB packs, and taking on practical tasks that need to be done, collected or coordinated.

### Responsibilities

**Executive support**

-   **Calendar and meetings.** Run the CEO's calendar: scheduling, priorities, conflicts, travel. Prepare materials before meetings and make sure the right people and documents are in the room.

-   **Decisions and follow-up.** Record decisions, assignments and deadlines from meetings. Follow up with owners and report status back to the CEO. Nothing agreed in a meeting gets lost.

-   **Personal matters.** Handle personal administration for the CEO within an agreed scope: appointments, documents, travel, payments.

**Operations support**

-   **Company documents in order.** Keep an up-to-date set of documents for each legal entity: certificates, constitutional documents, licences, structure chart, registers of directors, shareholders and UBOs, lists of accounts and signatories. Keep the folder structure and naming rules and make sure the latest version is easy to find.

-   **KYB packs and questionnaires.** Keep a ready KYB pack for each entity and answer requests from banks, EMIs, exchanges and partners within an agreed time. Fill in KYC, KYB and KYT questionnaires from counterparties.

-   **Deadlines.** Keep a calendar of documents and contracts with an expiry date and flag them in time so nothing lapses. Order new certificates, apostilles and translations when needed.

-   **Tasks and coordination.** Take practical tasks from the CEO and COO and get them done: prepare a document set, collect signatures, find information, coordinate between teams and providers, track to completion.

-   **Drafting.** First drafts of letters, memos and replies to counterparties from agreed templates.

-   **Weekly status.** A short weekly status to the CEO and COO: open items, upcoming deadlines, expiring documents, problems.

## Requirements

-   3+ years as an executive assistant or operations manager, ideally in a group with several companies or a regulated financial company.
-   Experience with company documents and KYB packs for banks and EMIs. Cyprus is a strong advantage.
-   Very organised and self-directed: calendars, registers and follow-up lists are your normal way of working.
-   Good written English: you can draft a letter or a memo that needs little correction.
-   Able to move tasks forward through people who do not report to you, including senior ones.
-   Absolute discretion: you will see the CEO's calendar, personal matters and confidential company data.
-   Comfortable with task trackers (ClickUp or similar) and shared document systems.
-   Fluent English and Russian; Greek is a plus.
-   Strongly preferred: experience in a regulated environment (CySEC, MiCA or VQF); exposure to bank or EMI onboarding from the client side.

## Benefits

-   Competitive salary;
-   Annual performance bonus;
-   Access to our Limassol offices, including daily drinks and snacks, as well as parking facilities;
-   Working hours are from 9:00 to 18:00, with a shorter day on Fridays until 16:30;
-   24 working days of paid annual leave, in addition to statutory public and bank holidays in Cyprus;
-   14 working days of paid sick leave per calendar year;
-   Work permit sponsorship and full support with all related arrangements;
-   The opportunity to participate in corporate sports activities and events, and receive corporate gifts.

## Apply

[Apply at The Vault](https://apply.workable.com/the-vault-2/j/762953D0C2/apply)

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