Senior Operations Officer (Executive Support, Project Coordination & Systems Integration)

Avaaz; United Kingdom; Remote; GBP 70,000 - 78,000; Full time

Benefits offered by this job

5 weeks paid vacation

10 holidays per year

Training allowance up to 3000 USD

Language development stipend

Out-of-home workspace

Job summary

Avaaz is seeking an exceptionally organized Senior Operations Officer to support the COO across US and UK operations remotely. This hands-on role blends executive support with project coordination and process improvements, leveraging AI and integrated workflows to connect meetings, decisions, and actions.

You will oversee calendars, briefs, and board materials while safeguarding confidential information. Collaboration with Finance, People & Culture, Compliance, and Operations is essential.

Qualifications

• 5+ years in executive support, operations, or project coordination.
• Organised, proactive, and tech-savvy with strong judgment.
• Ability to manage sensitive information discreetly.
• Experience coordinating cross-functional initiatives across teams.
• Proficiency with AI tools and modern collaboration tech.
• Excellent English written and spoken communication.

Responsibilities

• Partner with the COO to anticipate needs and manage priorities.
• Manage calendar, inbox, travel, expenses, and daily workflows.
• Prepare concise briefings, summaries, and board materials.
• Handle sensitive information with discretion and flag risks.
• Coordinate operating rhythm: meetings, planning cycles, board prep.
• Drive cross-functional initiatives and ensure progress against actions.
• Design and maintain integrated workflows with Asana, Notion, Slack, and AI.

Skills

Executive support

Operations coordination

Project coordination

Systems integration

AI fluency

Calendar management

Discretion

Communication

Tools

Asana

Notion

Slack

Google Workspace

Job description

Senior Operations Officer (Executive Support, Project Coordination & Systems Integration)

Department: Operations

Employment Type: Permanent - Full Time

Location: Remote

Description

Avaaz is seeking an exceptionally organised, proactive, and tech-savvy Senior Operations Officer to serve as a key operational partner to our Chief Operating Officer (COO). The COO oversees Finance, People & Culture, Compliance, and Operations Support across our US and UK entities, and serves as Secretary of the Board.

This is a hands-on executive support role that combines day-to-day coordination with complex project coordination and operational improvement. You'll see both the big picture and the details: you'll anticipate what needs to happen next, connect the dots across teams, and make sure commitments turn into action. You'll also help us work smarter, using tools like Asana, Notion, and AI to connect our meetings, decisions, projects, and knowledge into integrated workflows.

This position reports to an Operations Director and works closely with the COO.

Responsibilities

• Serve as a trusted operational partner to the COO, anticipating needs, managing competing priorities, protecting her time and attention, and recommending practical next steps.
• Manage the COO's calendar, inbox, travel, expenses, and daily workflows with excellent judgment and discretion.
• Prepare concise, accurate briefings, decision summaries, and executive and board materials.
• Handle sensitive HR, legal, financial, and board information with discretion, and raise compliance risks promptly with the appropriate colleagues.

• Coordinate the COO's operating rhythm, including leadership meetings, Operations team check-ins, planning cycles, and board preparation. Ensure each meeting has a clear agenda, notes, decisions, and assigned actions.
• Track complex, interconnected conversations and workstreams, maintaining context on decisions, commitments, dependencies, and follow-ups. Proactively identify what's stuck, what needs to happen next, and what requires leadership attention.
• Coordinate complex, cross-functional initiatives across Finance, People & Culture, Compliance, and Operations Support, proactively following up with stakeholders, resolving routine bottlenecks, and keeping work moving. Independently manage defined projects from planning through delivery.

• Help design, implement, and maintain integrated workflows using Asana, Notion, Slack, and AI, connecting meetings, decisions, project tracking, and follow-up to improve visibility, reduce duplication, and ensure commitments don't fall through the cracks.
• Use AI and automation thoughtfully to reduce manual work, while maintaining safeguards for confidentiality, accuracy, and human judgment.
• Help colleagues adopt agreed systems and build consistent ways of working.

Skills and Competencies

You should apply if you believe you have the skills and experience to succeed in this role, even if you don't meet every requirement below.

• Relevant experience. You have 5+ years in executive support, operations, or project coordination, ideally supporting senior leaders in a complex, fast-moving environment.
• Exceptional organization and follow-through. You keep track of multiple priorities and commitments without losing the details, and you reliably turn discussions into action.
• Curiosity and initiative. You enjoy solving problems, questioning inefficient processes, experimenting with better approaches, and taking ownership without waiting to be asked.
• Excellent judgment and adaptability. You quickly make sense of complex or ambiguous situations, anticipate needs, identify what matters most, and know when to act independently or elevate.
• Project delivery. You can manage defined projects, coordinate stakeholders without relying on formal authority, and keep work moving as priorities shift.
• AI and systems fluency. You already use AI in your daily work. You're confident with Google Workspace, Slack, Asana, and Notion, and you enjoy helping others get the most out of them.
• Clear communication and synthesis. You can follow complex discussions and produce concise notes, briefings, and updates that help others act.
• Discretion and a hands-on mindset. You handle sensitive information responsibly, take pride in helping others succeed behind the scenes, and are equally comfortable with detailed administration and higher-level coordination.
• Commitment to our mission. You care about global justice, citizen empowerment, and social change.
• Excellent English. Strong written and spoken English is required.

Location, compensation and benefits

Location. Avaaz is a remote organization, with most of our work done over email, Google Docs, Slack, and Zoom. This role works on US Eastern Time, and candidates based in the Virginia / Washington, DC area are preferred.

Salary. We set salaries by experience and local cost of living, in line with leading international NGOs.

• US candidates: $93,636 - $104,367

Benefits include.

• 5 weeks paid vacation per year
• 10 paid holidays per year
• Up to US$3,000 per year for training and development
• Up to US$1,500 per year for language development
• Out-of-home workspace rental