Business Operations Coordinator

Napier AI; Greater London; Hybrid; GBP 30,000 - 37,000; Full time

Benefits offered by this job

Private healthcare through AXA

25 days annual leave

Pension plan through Aviva

Life insurance

Maternity & Paternity leave

Wellbeing programme

Gym membership discounts

Flexible work schedules

Work from anywhere for up to 1 month

Job summary

Napier AI in London is seeking a highly organised Business Operations Coordinator / EA to support the CEO and ExCo. The role spans business operations, office management and executive support in a fast-paced FinTech scale-up.

You will coordinate diaries, prepare materials, manage events and improve day-to-day operations using AI tools. This is a hybrid role with flexible office/work arrangements and close collaboration with leadership.

Qualifications

• Confident using Microsoft Office, including Word, Excel, PowerPoint and Outlook, with a keen interest in using AI and digital tools to work smarter.

Responsibilities

• Use AI tools thoughtfully to solve problems, summarise information, support drafting and improve the speed or quality of day-to-day work
• Identify repetitive tasks or manual processes that could be automated, simplified or improved, helping save time and reduce unnecessary admin
• Proactively suggest practical improvements to current ways of working, making information easier to find and helping teams operate more efficient
• Prepare clear, accurate decks, agendas and meeting materials for Leadership/ExCo and Board meetings, ensuring they are ready within agreed timelines
• Track actions and follow-ups from board meetings, offsites and all-hands sessions, helping owners stay clear on deadlines and next steps
• Support the CEO and senior leadership with ad hoc business projects, research and follow-up actions, delivering work that is accurate, useful and easy to act on
• Keep the office running smoothly day to day, ensuring supplies, post, shared spaces and general office standards are managed proactively
• Provide a welcoming and organised experience for internal and external visitors
• Support company events, meetings and office activities so they are well organised, on time and delivered to a high standard
• Work closely with IT support and office suppliers to resolve issues quickly and reduce repeat problems where possible
• Act as a key day-to-day contact with building management and facilities teams, ensuring office issues, maintenance requests and building updates are communicated clearly and followed through to resolution
• Support health and safety processes by helping maintain office checks, records and communications, ensuring actions are completed and the workplace remains safe and compliant
• Support the CEO with diary management, appointment setting, travel arrangements and correspondence, helping them stay organised and focused on priorities
• Provide ad hoc administrative support to ExCo members as capacity allows, ensuring requests are handled accurately, confidentially and within agreed timings
• Coordinate ExCo meetings, offsites and board meetings, including minutes, meeting rooms, IT set-up and catering, ensuring logistics run smoothly and actions are captured clearly

Skills

MS Word

MS Excel

PowerPoint

Outlook

AI tools

Tools

Claude

Copilot

Abundly

Job description

Imagine catching criminals before they strike - that’s exactly what Napier’s AI-powered platform does! By analysing transactions and customers in real time, Napier AI’s technology empowers financial institutions to spot suspicious activity, like money laundering, and stops it in its tracks.

Application Deadline:

30 November 2026

Department:

Business Operations

Location:

London

Compensation:

£30,000 - £37,000 / year

Description

Imagine catching criminals before they strike - that’s exactly what Napier’s AI-powered platform does! By analysing transactions and customers in real time, Napier AI’s technology empowers financial institutions to spot suspicious activity, like money laundering, and stops it in its tracks.

Napier AI’s technology works like a digital detective, combining AI with smart analytics to outthink criminals and protect people’s money from becoming criminal proceeds. It’s not just about stopping crime - it’s about making the financial world safer and more trustworthy for everyone.

Collaboration, innovation and wonderful people are just some of the reasons to bring your career to Napier. Our culture is shaped by our core values that promote equality, creativity, and opportunity in everything we do.

Overview of the role:

We are looking for a highly organised, proactive individual to join Napier AI in a varied business support role spanning business operations, office management, and executive support for our CEO.

This is an excellent opportunity for someone looking to build broad business experience in a fast-paced scale-up FinTech environment, working closely with the CEO and wider ExCo while helping ensure day-to-day operations run smoothly and effectively.

Your day to day: Business Operations Coordinator

Business Operations

• Use AI tools thoughtfully to solve problems, summarise information, support drafting and improve the speed or quality of day-to-day work
• Identify repetitive tasks or manual processes that could be automated, simplified or improved, helping save time and reduce unnecessary admin
• Proactively suggest practical improvements to current ways of working, making information easier to find and helping teams operate more efficient
• Prepare clear, accurate decks, agendas and meeting materials for Leadership/ExCo and Board meetings, ensuring they are ready within agreed timelines
• Track actions and follow-ups from board meetings, offsites and all-hands sessions, helping owners stay clear on deadlines and next steps
• Support the CEO and senior leadership with ad hoc business projects, research and follow-up actions, delivering work that is accurate, useful and easy to act on

Office management

• Keep the office running smoothly day to day, ensuring supplies, post, shared spaces and general office standards are managed proactively
• Provide a welcoming and organised experience for internal and external visitors
• Support company events, meetings and office activities so they are well organised, on time and delivered to a high standard
• Work closely with IT support and office suppliers to resolve issues quickly and reduce repeat problems where possible
• Act as a key day-to-day contact with building management and facilities teams, ensuring office issues, maintenance requests and building updates are communicated clearly and followed through to resolution
• Support health and safety processes by helping maintain office checks, records and communications, ensuring actions are completed and the workplace remains safe and compliant

Executive Assistant / support

• Support the CEO with diary management, appointment setting, travel arrangements and correspondence, helping them stay organised and focused on priorities
• Provide ad hoc administrative support to ExCo members as capacity allows, ensuring requests are handled accurately, confidentially and within agreed timings
• Coordinate ExCo meetings, offsites and board meetings, including minutes, meeting rooms, IT set-up and catering, ensuring logistics run smoothly and actions are captured clearly

Do you have what it takes?

• Confident using Microsoft Office, including Word, Excel, PowerPoint and Outlook, with a keen interest in using AI and digital tools to work smarter, improve accuracy and save time
• Curious and responsible in how they use AI tools such as Claude, Copilot and Abundly, applying them to support problem-solving, summarise information, generate ideas and identify opportunities to improve or automate processes
• A proactive problem-solver who looks for ways to simplify processes, reduce manual effort and improve how things get done
• A clear and confident communicator, comfortable dealing with colleagues, visitors, suppliers, building management and senior stakeholders
• Highly organised and detail-focused, with the ability to keep actions, meetings, deadlines and office priorities on track
• Personable, flexible and calm under pressure, with the ability to juggle multiple tasks and priorities at once
• Able to handle confidential and sensitive information with discretion and good judgement
• Comfortable supporting office operations, facilities follow-up and basic health and safety processes, with a willingness to learn
• Any prior office, admin, PA/EA or business support experience, including internships or placements, is a plus, but not essential

Why Napier?

• Comprehensive private healthcare through AXA covering optical, audio & dental.
• 25 days of annual leave + bank holidays + your birthday and a wellness day
• Dedicated pension plan through Aviva.
• Life Insurance 4x your annual salary.
• Enhanced Maternity & Paternity leave.
• Income protections policy.
• Work from anywhere for up to 1 month.
• Access to our employee wellbeing programme.
• Gym membership discounts.
• Flexibility in work schedules and locations, ensuring a work-life balance.

• This role can be fulfilled either with a hybrid approach or fully in-office – depending on your preference.

• An open and flexible culture that allows you to work in the best way for you.

Please note applicants must have the right to work in the United Kingdom. We are unable to offer sponsorship or take over sponsorship of employment visas at this time.