Executive & Operations Associate

About the role

OSS Ventures is a startup studio and investment firm building and scaling B2B software for industrial operations. With 20 collaborators and 22 companies in our portfolio, you'll join the finance team alongside the CFO, an Investment Manager, and a Fund Operations Manager, a high-velocity, versatile team that moves quickly between fundraising, portfolio management, investor relations, and the operational backbone that keeps the firm and its vehicles running.

This is a high-trust role for a versatile operator who takes ownership. Your mandate: own the operational and administrative foundation the firm runs on, keeping things moving so the team can focus on high-value work, and steadily making every process better.

What you'll do

• Office Management: Keep the office running: supplies, vendors, facilities, and the small things that make our workplace work.

• Accounting & Audit preparation: Verify receipts and handle analytical pre-accounting, collect documentation for audits, prepare standardized exports, maintain dashboards, support board meetings preparation, and ready materials for accounting and audits.

• Payables & receivables: Manage client invoicing and dunning, track and prepare supplier payments, and keep records accurate and current.

• Entity & Transaction administration: Complete and route documents for signature, collect corporate documentation, and support incorporation procedures for holdings and companies.

• Onboarding & Offboarding: Run the full lifecycle for employees and founders: access provisioning (Slack, Notion, email, tools), hardware purchase and setup, badges, buddy assignment, scheduling, and clean exits.

• Travel & Events: Arrange travel, accommodation, venue selection and catering; handle travel re-invoicing to partners (compiling costs, issuing pro-forma invoices, and sending to the counterpart); and support the planning and execution of team and external events (e.g., investor dinners, annual general meeting).

• Templated processes: Own and run repeatable workflows such as NDAs, KYC, and company formation paperwork.

• Automation & process improvement: Treat repetitive work as something to be systematized, not just done. Build and maintain templates, checklists, and lightweight automations across our tools to remove manual steps, reduce errors, and make every recurring process faster the next time.

Who we're looking for

• Prior experience in a similar role (min. 2 years) at a startup or small investment firm (essential)

• Experience supporting founders or senior leadership directly (essential)

• Strong organizational skills and sharp attention to detail

• A proactive, ownership-driven mindset, you spot what needs doing and do it

• An instinct for automation, you dislike doing the same manual task twice and look for ways to systematize it

• Comfort juggling competing priorities and shifting gears quickly across very different topics

• Discretion and reliability when handling sensitive and confidential information

• Full professional proficiency in French and English (required)

Nice to have:

• Familiarity with Pennylane (our accounting tool)

• Comfort with no-code/automation tools

• Exposure to KYC/compliance or legal documentation workflows (a plus)

Growth & career path

This role is designed to grow with you. You'll start by owning our operational backbone, with a front-row seat to how an investment firm and a startup studio operate. We'll deliberately stretch you toward the areas where you want to grow.

The more you systematize and automate your work, the more you'll take on. We see three natural evolution paths from this role, depending on your strengths and interests:

• Chief of Staff at OSS: if you develop a broad understanding of how the studio operates and build trusted relationships with the partners, this role can evolve toward a CoS scope: cross-functional coordination, strategic projects, and acting as a force multiplier for leadership.

• Fund Operations Manager at OSS: if you develop strong command of fund administration, LP relations, entity management, and compliance workflows, you could step into ownership of our fund ops track alongside our CFO.

• Operations or Admin lead in one of our portfolio startups: our portfolio companies regularly need their first ops hire. If you want to help build something from the ground up, we can facilitate that transition with a warm intro and full support.

There's no guaranteed track, what matters is what you build here.

This is not the ideal position for you if

• You prefer deep focus on a single domain over juggling many different topics in a day, this role moves constantly between office, admin, finance support, and events.

• You want to stay in a purely strategic or analytical seat. A large part of this role is hands-on execution and detail work, much of which needs to be right the first time.

• You see administrative and operational tasks as beneath you, or as something to graduate out of quickly. The growth here comes through owning this work well and systematizing it, not from avoiding it.

• You're looking for highly structured, predictable days with stable routines. We operate like a startup; priorities shift, and reporting and deadline periods get intense.

• You'd rather be given a detailed playbook than build one. We need someone who spots what's missing and creates the process, rather than waiting for instructions.

What we offer

• 45-55k€ (base compensation)

• Annual bonus up to 3 additional months (based on company performance)

Recruitment Process

1. Intro call: Fit and motivation assessment.

2. Finance team interview: A conversation with the Investment Manager on your experience and way of working.

3. Case study: A practical exercise on a real operational challenge

4. Final interview: Final conversation with the CFO.

Everyone is welcome

We believe talent is distributed equally across all of us, and we value the unique experience each person brings, across every dimension of background and identity. We're committed to an inclusive culture where everyone feels valued, included, and able to do their best work.