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…