Operations Assistant

Are you highly organised, motivated and focused and can prioritise well amongst many moving parts? Do you want to support the Operations Team’s vision and process ideals? 

We are looking for an Operations Assistant to support our distributed team and its processes at our worldwide research agency. 

Introduction to Studio intO and the role 

intO is an award-winning, user-centred research agency with unparalleled global reach. Recognised as the Research Company of the Year by the Forttuna Global Excellence Awards and a proud recipient of the Women in Innovation ‘Movers & Makers’ accolade. We partner with the global innovation and insight teams that are driving the most ambitious brands of today forward. With a mission to bridge global trends and local contexts, our research reveals the answers to today’s challenges and tomorrow’s opportunities—wherever in the world they may be.

Our proven excellence in designing, conducting and delivering research is balanced by continuous exploration and experimentation with how best to build a caring and supportive business culture that champions equity, diversity, inclusion and family-friendly policies. 

Our success depends on our people, productivity, and procedures. The Operations Assistant is the supportive force driving these areas, and we’re currently seeking someone stellar to take the reigns. The ideal professional for the role is a flexible problem solver with superb communication skills and a detail-oriented mindset. The candidate should have prior experience thriving in an administrative capacity in a creative agency or consulting environment. Multitasking and the unique ability to deftly handle the unexpected are essential qualities to bring to the position. You would work closely with both our Central Team (located mainly in GMT and CET time zones) and our Worldwide Team of Local Researchers who are located in over 50 countries. Our clients are also situated around the world and represent a broad spectrum of project challenges within various industries. We are a very ambitious and diverse group of individuals, who continuously consider what it means in practice to be operating in the future of work.

Details about the Operations Assistant role 

- Salary range, dependent on experience, Euro 30000-38000 per annum full-time, depending on experience  

- Ideal starting point: latest April 2025

- Location: remote position within +/- 2 GMT working hours 

- Long-term position

- full-time, 5 days per week 

- Flexible, fully remote working with international team members

- Travel involved twice a year in Europe  

- 25 days of holiday plus observance of all local bank holidays 

- Additional unpaid holidays can be agreed 

- Report to and collaborate with the Studio Administrator and Finance Director 

Essential skills, experiences and requirements 

• Excellent spoken and written English. 
• Bachelor’s degree
• Minimum three years experience in a similar role (operations management, office administration or a related field)
• Ability to handle sensitive and confidential information with discretion and integrity
• Excellent organisational skills, problem-solving attitude, and solution-focused
• Works with a sense of urgency and discipline
• Numerical and analytical abilities, able to keep on top of agreed budgets
• Knowledge of general business software and aptitude to learn new applications; proficiency in Google Suite (docs, sheets, etc.)
• Familiarity working with a range of currencies
• Works on own initiative to follow up on any outstanding details
• Confident to flex between individual tasks and team-driven ones
• Experience with a variety of AI tools and features 
• Experience working remotely and asynchronously
• Experience thriving in a creative agency or consulting environment is preferred
• Ability and permission to travel within Europe

Essential personal characteristics 

• Creative solution finder 
• Thrives in fast-paced, uncertain and multi-layered processes 
• Brave, motivated, proactive and ambitious 
• Highly organised, focused and can prioritise well amongst many moving parts Confident negotiation skills 
• Natural and confident communicator, responsive (verbal and visual) 
• Team player: collaborative, responsive and empathic with all colleagues at all experience levels 
• Outstanding work discipline: autonomous with a healthy work/life balance Commercially minded; having a keen eye on finances and budgets

Tasks & responsibilities of the role 

Project Administration (80% of your time) 

• Liaise with Project Directors to onboard Local researchers and create appropriate Account access and logins.
• Maintain up to date the filing system of all legal documents pertaining to the onboardings
• Manage Local Researcher (LRs) access to the different platforms according to the project’s needs
• Offboarding of all LRs and platform access at the end of all projects
• Management of participant’s consent forms from beginning to end
• Manage international participant incentives payments, keeping a record of all payments for auditing purposes
• Access to Bank Accounts to enable incentive payments and check on payments

Other Office Administration (20% of your time) 

• Assist in setting up our Local Researcher platform
• Ongoing data maintenance and upkeep of the Local Researchers platform
• Manage subscriptions to digital platforms, add/remove team members, keeping track of when subscription renewals are due
• Archiving of proposals 
• Central team travel arrangements and events support
• Central team handbook maintenance and satisfaction survey rollout support 

Interview process 

1. Send your application and video by the 5th of February to people@studio-into.com, with the title/subject line ‘Operations Assistant’:

- A copy of your resume LinkedIn profile

- A 3-5 min video introducing yourself, your personal and cultural background and the experience that is highly relevant to this role 

- A written statement why you think you are a good fit for this role 

- Contact details of 3 professional referees 

2. Selected candidates will be interviewed between 10 - 19 February 2025