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.
The ideal candidate is detail-oriented, organized, and proactive. 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.
- Proficient in Google Workspace (Docs, Sheets), Slack, and basic CRM tools
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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!
