Business Operations Associate, Black Swan Data

• We're looking for someone who thrives in a fast-paced environment, can manage multiple priorities with ease, and is always ready to step in and support wherever needed
• 2+ years’ experience in a similar administrative, business operations, or executive support role
• Proven experience with diary and travel management for senior stakeholders, including across time zones
• Strong organizational and time management skills, with the ability to manage multiple priorities effectively
• Excellent written and verbal communication skills with strong attention to detail
• Experience coordinating internal meetings, events, or communications, including taking minutes and tracking actions
• Competent with Microsoft Office Suite (Outlook, PowerPoint, Word, Excel) and digital collaboration tools (e.g., Slack, Zoom, Teams)
• Ability to work independently with minimal supervision while staying aligned with team goals
• Professional, trustworthy, and discreet in handling confidential and sensitive information
• A proactive, can-do attitude and willingness to jump into different tasks and projects as needed

Desirable

• The Business Operations Associate plays a key role in supporting the day-to-day operations of the Executive and Operations teams, helping ensure the business runs smoothly and efficiently
• This full-time, 9–12 month contract role involves managing diaries and travel, coordinating company-wide meetings and communications, and providing logistical support for internal initiatives
• Beyond core administrative duties, the role also includes light-touch project management—tracking progress, communicating updates, and keeping stakeholders aligned
• Diary management for the leadership team, ensuring priorities and clashes are managed and the team operates effectively
• Booking travel, preparing itineraries, and managing logistics for key stakeholders
• Preparing and formatting presentations, documents, and reports (e.g., PowerPoint)
• Organise and coordinate company-wide meetings (e.g., Weekly Meeting, SteerCo), including agendas, minutes, action tracking, and follow-ups
• Support with internal communications such as the compilation and distribution of the monthly company Global newsletter
• Maintain accurate documentation and assist in follow-ups on action items
• Support on quarterly QBR process
• Coordinate and manage the Connect session meetings in collaboration with the Executive
• Be the go-to contact for the UK hub, managing supplies and acting as the liaison for general office needs
• IT/ Technology support and coordination
• Coordinate and manage UK office move
• Coordinate logistics and support the Engagement team in delivering internal events and initiatives (e.g., year-end functions, staff engagement activities in the UK)
• Assist with onboarding tasks or coordination of internal programs as needed
• Provide light-touch project management for internal initiatives—helping track progress, flagging risks or delays, and keeping stakeholders aligned
• Support ad hoc operational projects and priorities as directed by the COO
• Develop simple trackers and timelines to support cross-functional team efforts
• Lean in to support high-priority or time-sensitive projects across various business areas
• Foster communication between teams and assist in ensuring internal alignment on deliverables