Operations Associate

Moonfire; Greater London; On-site; GBP 65,000 - 90,000; Full time

Job summary

Mindstone is seeking an operations-focused professional in London to help run daily business and support the CEO and COO. You’ll own projects from idea to completion, coordinate travel and diary needs, and ensure timely delivery of key initiatives.

You’ll run team gatherings such as Swarm Week and AI Breakthrough Weekends, support the community, and help build better ways of working using Rebel daily. This role offers growth and hands-on impact.

Qualifications

• You take sensible first steps and know when to decide independently.
• You notice details, keep promises, and flag problems before surprises.
• You are willing to experiment and rethink familiar approaches as you learn.

Responsibilities

• Own projects from start to finish and manage travel/diary coordination.
• Run the practical side of working together, organising logistics and itineraries.
• Organise Swarm Week and AI Breakthrough Weekends from schedules to travel and materials.
• Support the community by coordinating events and arrangements and welcoming participants.
• Build better ways of working by using Rebel daily to organise work and automate repeatable tasks.

Skills

Initiative with judgement

Conscientious follow-through

Change oriented / adaptable

Job description

AI for the many, not the few

Mindstone learns what works in AI adoption through our work with clients and our community, builds those insights into training, community and Rebel, our AI-powered agentic OS, then brings what works to more people, measure what works and iterate. Our customers include Pearson, Home Depot, Hyatt and Delta Airlines. Our mission is to make the benefits of AI available beyond the people who build the technology.

We live in the future we’re building. Our team uses Rebel to run the company, tests new ways of working and helps others put them into practice.

We’re hiring someone to turn good intentions into things that actually happen: a well-run team gathering, a commitment followed through, an office that works, a process nobody needs to chase. That gives the CEO and team more time to focus on the work only they can do.

What you’ll get

• Learn how a company runs, from the inside. Work directly with the CEO and closely with the COO, with exposure to decisions, trade-offs and the work behind them.
• Responsibility, not just observation. Own work from idea to completion, with room to decide how it gets done and support when you need it.
• Practical experience at the AI frontier. A generous AI budget and daily use of Rebel: you’ll develop ways of working you can take throughout your career.
• People and experiences beyond the office. Build relationships with founders, AI practitioners and senior leaders from organisations such as Home Depot, Hyatt and Pearson. There are opportunities to travel if you want them, and to join conversations where leaders work through what AI means for their organisations.
• Room to grow towards Chief of Staff. Start with hands-on operations and executive support, then take on more complex projects as your judgement and understanding of the business develop. Progression depends on your development and the company’s needs, not a promised timetable.

What you’ll actually do

Own projects from start to finish. Think through what each project needs, who it affects and what could go wrong, then take responsibility for getting it done. You’ll also arrange travel and handle a small amount of diary coordination and meeting preparation, but the substance of the role is project ownership.

Run the practical side of working together. Keep office logistics and suppliers organised. Coordinate travel, bookings and itineraries. Spot recurring friction and fix the process, rather than repeatedly rescuing it.

Organise Swarm Week and AI Breakthrough Weekends. Coordinate our team gathering and AI events, from schedules, venues and travel to materials and follow-through. Help people arrive prepared and leave clear on what happens next.

Support the community. Help organise events and activities, coordinate participants and practical arrangements, and make people feel welcome and informed.

Build better ways of working. Use Rebel daily to organise work and automate repeatable tasks. Check AI outputs, protect confidential information and leave clear records so someone else can pick things up.

Success means people know what’s happening, commitments don’t get lost and the same problems need less attention over time.

Who thrives here

This could suit someone early in their operations career or moving into it from another path. We care about how you work, not a particular degree or number of years on your CV. The frontier shifts quickly, so you need an exceptional willingness to change, evolve and learn.

Our true essentials are:

• Initiative with judgement: you take a sensible first step, work out what matters and know when to decide independently or ask.
• Conscientious follow-through: you notice details, keep promises, communicate clearly and flag problems before they become surprises. You treat sensitive information with care.
• A readiness to change how you work: AI moves almost weekly. You’re willing to experiment, question your assumptions and rethink familiar approaches as you learn. Use AI actively, but check its answers and take responsibility for the result.

You’ll also need to join us for the three core London office days. Evidence can come from employment, study, volunteering, caring responsibilities or personal projects.

Useful, not required: experience organising events or travel, supporting someone busy, helping run a community, improving a process or using AI tools. You don’t need to have done all—or any—of these professionally.

How we work

We attempt ambitious things, take commitments seriously and care about the people affected by our decisions. We challenge ideas, admit mistakes and make room for humour. You’ll have support, but not a detailed instruction for every task.

There is real administration here, and priorities will change. This isn’t a strategy role with the practical work delegated to someone else. Taking care of the details is part of the opportunity, not something hidden behind the title.

Application and process

Your cover letter is the most important part of your application; your CV is secondary. Tell us why this role interests you, how you approach unfamiliar problems and how you learn. Include one concrete example of taking something messy from idea to completion: what you did, the judgement you used and what happened. Attach your CV or a brief account of your background.

Our planned process is an initial conversation, a practical role exercise or working session, and a discussion with the CEO and team. We’ll explain the stages and time commitment in advance. We aim to respond within a few days of each stage and won’t leave you wondering where things stand.

We’re committed to a diverse team and a fair process. We welcome different backgrounds, career changes and career breaks, and particularly encourage applications from people underrepresented in tech. Please tell us about any adjustments that would help you take part.