Operations & HR Administrator

About Deeplab

Deeplab is an Athens-based AI research and development company. We design and build machine learning systems for hard, real-world problems: drug discovery with virtual screening of billions of molecules, cancer immunotherapies, brain-computer interfaces, and adTech systems serving millions of daily users.

Much of our work runs through European funded research projects such as Horizon Europe, plus national programmes, where we partner with universities, research institutes and companies across Europe. The rest is applied work that turns research into working prototypes and products. We're currently a close-knit team of 12 and growing, so everyone's work is visible and everyone's contribution matters. We combine academic rigor with entrepreneurial agility: methodical research, meaningful deliverables, and an inspiring culture built on long-standing team chemistry.
The Role

This is the administrative and financial backbone of an AI research company that runs both industrial and EU-funded R&D projects: people, suppliers, invoices and project paperwork, timesheets, proposals, budgets done well and on time. Deeplab runs on two engines: the research our engineers do, and the operational backbone that keeps projects, people and finances running. This role owns the second.

You'll make sure things get done well and on time: deadlines have owners, paperwork is ready before it's needed, new colleagues are onboarded properly, invoices and project costs are tracked accurately, and every loose end gets tied up. You'll work directly and closely with Deeplab's leadership.

The role suits someone with a few years of real responsibility for administrative, HR or financial processes who is ready for more ownership in a small, fast-moving company. It's a hands-on role: you'll build and run the processes yourself and keep improving them, increasingly with the help of AI tools. You work closely with leadership, and it is not a manager or head-of-department role.

What you'll do

Operations & administration

• Run day-to-day operations: suppliers, contracts, office and equipment, software subscriptions and accounts, and travel for conferences and project meetings.
• Track company-wide deadlines and commitments, and follow them through to completion.
• Keep company records and documentation organised so anything can be found when it's needed.

People & HR

• Own HR administration end-to-end, in coordination with our long-standing external payroll and accounting partners: onboarding and offboarding, employment records, contract coordination, ΕΡΓΑΝΗ declarations and leave tracking.
• Support recruitment administration: job postings, candidate communication, interview scheduling and our applicant tracking system, with GDPR-compliant handling of candidate data.
• Help shape the team's day-to-day experience: onboarding, internal events and knowledge-sharing sessions.

Finance & accounting support

• Handle day-to-day financial administration: invoicing, payments, expense tracking and supporting documentation.
• Act as the main point of contact with our external accounting and payroll partners
• Keep financial records accurate and audit-ready.

Research project administration

• Support the administrative and financial side of our EU and national funded projects in collaboration with external grant consultants: timesheets, cost tracking, and documentation for periodic reports and audits.
• Help prepare and submit proposal documents on EU and national funding portals, coordinating deadlines and paperwork with our engineers and researchers.

Communication

• Handle correspondence with partners, suppliers, public bodies and candidates, in Greek and English.

How we work

• Close collaboration. You'll work alongside a small leadership team, as well as our external accounting partners, with open and direct communication in all directions. We value your perspective, especially when you see a better way to do something.
• Ownership. Your area is yours: you see tasks through to completion and shape how they're done.
• Outcomes over formalities. Every process should serve the work. You understand why each one exists and keep it lean, sensible and effective.
• Thinking it through. When a request comes in, you consider what it's really for and bring a proposal to the table. We discuss and decide together.
• A research rhythm. Proposal and reporting deadlines bring focused, high-energy periods, and calmer stretches leave room to improve how we work.
• AI in daily work. We use AI tools every day, and you'll have room to explore them and grow how you use them.
• Two languages. We work in both Greek and English.

You'll enjoy this role if you like variety and responsibility, and want to see the direct impact of your work on a growing company.

Requirements

• 3–6 years of relevant hands-on experience in operations, administration, HR or accounting support, ideally in a small company, startup, research organisation or consultancy where you covered a broad range of responsibilities. What matters most is that you've owned processes end-to-end and improved them along the way.
• A degree in business administration, economics, accounting, HR or a related field, or equivalent practical experience.
• Hands-on experience with Greek administrative and HR processes (e.g., ΕΡΓΑΝΗ declarations, invoicing and myDATA, ΕΦΚΑ) and experience working alongside an external accountant.
• Independent, critical thinking: you understand the purpose behind a task, spot what's missing or inconsistent, and come back with a well-reasoned proposal.
• Hands-on use of AI tools (e.g., ChatGPT, Claude, Copilot) in your daily work, such as drafting, summarising, organising information and automating repetitive tasks, together with the judgement to check what they produce. No technical background is needed; curiosity and the drive to keep learning are what count.
• Strong spreadsheet skills (Excel or Google Sheets) and comfort with digital tools in general.
• Precision with numbers and details.
• Excellent written and spoken Greek and English.
• Discretion with confidential personnel, financial and partner information.

Strong pluses

• Experience with the administrative or financial side of Horizon Europe or ΕΣΠΑ-funded projects. If you have handled timesheets, cost reports, budgets or proposal paperwork for such projects, please mention it in a line in your application.
• Experience with an applicant tracking system (e.g., Workable) or other HR software.
• Experience automating workflows (advanced spreadsheets, Zapier/Make, simple scripts), or a genuine interest in learning how.
• Experience in a research, tech or scientific environment.

Benefits

• Supplementary private health insurance.
• Flexible working hours and remote work opportunities.
• Be part of a company building advanced AI with real-world impact.
• Budget for home office equipment and productivity.
• Personal development budget and knowledge-sharing sessions.
• Newly designed and inspiring office environment.
• Competitive salary based on experience and qualifications.

Information about how we process your personal data: https://deeplab.ai/wp/wp-content/uploads/2026/08/Job-Applicants-about-the-Processing-of-Personal-Data-v1.0.pdf