Product Administrative Assistant

IntellectEU is an international technology company focused on digital finance and emerging technologies. At IntellectEU we are on a mission to become the top-of-mind fintech company. We are committed to our people and believe in building a better future with the newest of the newest technologies. Giving young people and industry veterans a growing ground to play, launch ideas & work very closely with our clients. With our hands-on experience in both technical & capital markets, there’s no challenge that’s left untackled. Since 2006 we have been focused on financial messaging and integration, being a SWIFT service partner.

We are looking for a Product Administrative Assistant to support our product and operations teams with essential coordination tasks spanning legal document handling, task management, invoicing follow-up, and contract lifecycle tracking. This role ensures our cross-functional efforts run smoothly, delivering operational excellence across product delivery, client onboarding, and billing.

You’ll be a key enabler for cross-functional execution, helping to keep workflows moving across teams and stakeholders.

Responsibilities

• Prepare, format, and maintain legal contracts using templates and internal guidelines.
• Clean up and polish legal documentation to share with prospects or clients.
• Maintain internal trackers for contract lifecycle (e.g. draft > review > signed > archived)
• Collaborate with legal counsel or external parties to gather or submit required edits.
• Based on signed agreements, create structured work tickets (e.g. Jira) for Product, Engineering, or Delivery teams.
• Keep tickets updated and notify stakeholders of changes.
• Help identify and resolve discrepancies between invoices and signed agreements.
• Liaise with the finance team to ensure timely invoicing and correct formatting.
• Track invoice statuses (issued, paid, overdue) and follow up as needed.
• Proactively flag risks (e.g. unsigned agreements, late invoices, missing ticket scopes)
• Participate in process improvement initiatives (e.g. better ticketing structure, faster invoice workflows)

Requirements:

• 2+ years of experience in a coordinator, operations, admin, or product support role, ideally in fintech, legal ops, SaaS, or digital infrastructure companies.
• Languages: English - Upper-intermediate or higher; Ukrainian - fluent
• Proficient in Google Workspace (Docs, Sheets), Slack, and basic CRM tools
• Experience with Jira or similar project management software 

Soft-skills

• Proactive and reliable, able to follow up independently with stakeholders across teams
• Excellent organizational skills, you thrive in environments where structure is evolving
• Clear communicator, both in writing and in meetings, you ensure nothing slips through the cracks
• Adaptable mindset, comfortable working across multiple systems and teams

Nice to have:

• Familiarity with contract tracking tools, e-signature systems (Docusign, PandaDoc), and document management
• Ability to interpret SOWs and extract deliverables for internal ticket creation

We guarantee:

• Excellent compensation and benefits package including medical insurance and sports activities.
• International experience in a stable company: the company has offices in Antwerp, Lisbon, Krakow, Kyiv, New York and operates on the market for over 15 years.
• Passionate team in an innovative casual, positive, and open work environment ready to meet your new ideas.
• Great opportunities for personal and professional development as well as the chance to change the way the business works in the financial world.
• Work where you're most productive - remote, in-office, or hybrid options available.

Join us to make an impact on the entire financial world!