Executive Assistant Operations

Office Collective; Greater London; Hybrid; GBP 50,000 - 75,000; Full time

Job summary

Office Collective is seeking an Executive Assistant & Operations to support two founders in a pioneering AI research environment in Central London. Predominantly office-based with one day per week remote, the role offers broad scope across executive support and workplace operations.

The position includes diary management, travel arrangements, HR administration and vendor coordination, with scope for process improvements and growth as the organisation expands.

Qualifications

• Experience as an Executive Assistant, Personal Assistant, Office Manager, Operations Assistant or Team Assistant.
• Degree education in tech, life sciences, Biotech, chemistry, physics, mathematics or computer science.

Responsibilities

• Manage busy and evolving diaries, prioritising meetings and protecting focus time.
• Coordinate international travel, including flights, accommodation and itineraries.
• Office Management and HR administration responsibilities.
• Process invoices, expenses and payments accurately.
• Coordinate research gatherings, events and conferences.
• Maintain Central London office and liaise with suppliers and building management.
• Coordinate visa sponsorship administration for international researchers.

Skills

Diary management

Travel coordination

Office management

Email management

HR administration

Education

Degree in STEM

Tools

Google Workspace

Notion

ChatGPT

Claude

Job description

Central London | Up to £75,000, depending on experience

Predominantly office-based, with the possibility of working from home one day per week

Are you exceptionally organised, naturally resourceful and excited by the opportunity to work at the heart of a pioneering AI research organisation?

We are recruiting an Executive Assistant & Operations to support the founders of an ambitious organisation conducting advanced scientific research into artificial intelligence. Its multidisciplinary team brings together expertise across computer science, machine learning, psychology, neuroscience and physics, united by a mission to deepen our understanding of intelligence and ensure that the world benefits from AI.

This is a rare opportunity to join a small, brilliant and highly collaborative team where your contribution will make a genuine difference. You will provide trusted executive and administrative support to two founders while taking ownership of the office and the operational details that enable its researchers to work effectively.

Far broader than a traditional EA position, this role offers variety, autonomy and the opportunity to shape how the organisation operates as it continues to grow.

The Role

Working closely with both founders, you will:

• Manage busy and evolving diaries, prioritising meetings and protecting valuable focus time


• Monitor incoming requests, coordinate appointments and ensure priorities are handled effectively


• Office Management


• Manage emails, draft responses and support general correspondence


• Arrange complex international travel, including flights, accommodation, itineraries and ground transportation


• Process invoices, expenses and payments accurately


• Coordinate research gatherings, community events and in-person and online conferences


• Take ownership of the Central London office, ensuring it remains organised, welcoming and fully operational


• Coordinate office suppliers, food orders, utilities, internet services and other workplace requirements


• Liaise with building management, external providers and sublease tenants


• Sublease office to other businesses and manage the process


• Maintain employee records and contracts and provide straightforward HR administration


• Coordinate visa sponsorship administration and payments for international researchers, working with specialist advisers where required


• Create clear, repeatable processes and identify opportunities to improve existing ways of working


• Use tools such as ChatGPT, Claude, Google Workspace and Notion to streamline routine tasks and build more efficient systems

About You

You may already have experience as an Executive Assistant, Personal Assistant, Office Manager, Operations Assistant or Team Assistant. Alternatively, you may be earlier in your career but exceptionally capable, bright and eager to learn. You will be degree educated in either tech, life sciences, Biotech, chemistry, physics, mathematics or computer science.

We are looking for someone who is:

• Highly organised, accurate and dependable


• Proactive and able to anticipate what needs to happen next


• Comfortable working in a fast-moving environment where priorities can change


• Confident managing competing demands and exercising sound judgement


• Warm, professional and able to build effective relationships with a wide range of people


• Happy taking ownership of both senior executive support and practical office requirements


• Discreet when handling confidential personal, employee and business information


• Curious about AI and comfortable learning new technology


• Motivated by improving processes and finding more efficient ways of working


• Collaborative, adaptable and low-ego

Experience within a technology company, research organisation, start-up or similarly fast-paced environment would be advantageous. Exposure to office management, HR administration, visa coordination or supplier management would also be beneficial.

Why Join?

You will work directly with two founders at the centre of an exciting UK AI research organisation, gaining rare exposure to leading thinkers and researchers while playing an important role in creating the environment that supports their work.

The position offers genuine breadth across executive support, events, workplace operations and People administration. As the organisation grows, there will be scope for the role to develop into a Senior EA, Operations Lead or People Operations position, depending on your strengths and interests.

The organisation offers a collaborative, low-ego culture where people are trusted to work with autonomy and take ownership. Lunch is provided in the office each day.