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About the Role

AIWI is seeking an Operations Executor to support the scaling of its global operations. This role will be responsible for solidifying and improving operational processes for a distributed team, reporting to the Founder's Associate.

Responsibilities

• Support the development and execution of operational processes.
• Serve as the first point of contact for operations support, triaging and resolving requests.
• Manage administrative tasks including mailboxes, shared drives, and group permissions.
• Handle logistics for company events, including retreats and offsites.
• Coordinate travel arrangements and communications for events.
• Ensure optimal remote work setups by collaborating with security and tech teams.
• Process invoices and coordinate contractor payments and expense queries.
• Review card transactions, collect receipts, and maintain financial records.
• Ensure payroll requirements are met.
• Support funder operations by tracking donations, compiling reports, and managing updates.
• Manage end-to-end onboarding and off-boarding processes for staff, contractors, and fellows.
• Maintain accurate HR, finance tools, and employee/leave records.
• Manage the day-to-day operations of the freelancer and volunteer network.
• Support the hiring process by conducting initial calls and managing candidate flow.
• Maintain OKR/reporting trackers and ensure timely weekly updates.
• Identify and address inefficiencies in time and cost.
• Implement and enforce tools and standards, including labeling and best practices.
• Collaborate with security and tech teams to establish team-wide standards.

Requirements

• Experience as an operations associate, founder's associate, or executive assistant.
• High attention to detail and a focus on smooth operations.
• Proactive in maintaining trackers, checklists, and records.
• Ability to manage multiple requests efficiently and keep processes moving.
• Comfortable with tools and technology, with experience in automation tools.
• Ability to identify, fix, and verify solutions to problems.
• Comfortable with financial tasks including invoices, expenses, receipts, and budgets.
• Clear written communication skills and ability to provide status updates.
• Ability to handle sensitive information with discretion.
• Focus on practical process implementation and reliability.
• Previous experience in operations, administration, or coordination.

Skills

• Operations Management
• Process Improvement
• Logistics Coordination
• Financial Administration
• HR Administration
• Project Management
• Communication
• Problem Solving
• Attention to Detail
• Automation Tools
• Record Keeping
• Reporting

Location

• EU
• UK
• East Coast
• West Coast

Work Type

• Distributed Team

Experience Level

• Mid-Level

Salary/Compensations

• 65,000-75,000K

Benefits

• Pension
• Gym benefit
• L&D fund
• Co-working space
• Occasional travel for company-wide offsites

About the Company

• AIWI ensures insiders at frontier AI companies can speak up safely and effectively.
• AIWI strengthens individuals close to AI development by ensuring their disclosures are safe and impactful.
• AIWI integrates lawyers, AI researchers, advocacy organizations, journalists, regulators, and policymakers to act on disclosures.