Operations Administrator

2 weeks ago

Edinburgh, United Kingdom Kythera AI Full time

About us
Are you interested in joining a team working on one of the foremost technologies in the video game industry today? Our middleware, Kythera AI, is the most advanced end-to-end AI solution on the market. We provide our technology to studios ranging from independent to AAA in a broad range of genres, support them in delivering great games with exceptional AI, and work side by side with a select few to directly shape AI in their titles.

Founded in Edinburgh, UK in 2013 and backed by VC funding, we have grown to be perhaps the largest independent developer of video game AI in the world.

Our mission is to fill virtual worlds with intelligent life in games and beyond, bringing the new digital worlds of the future alive.
Overview
We’re looking for a proactive and versatile Operations Administrator to join our small Ops team at Kythera AI. Working closely with our People & Operations Manager and our COO, you’ll have varied responsibilities that will primarily cover finances, HR admin, office management, and administrative support; therefore the ability to multitask, excellent organisational skills, and attention to detail will be key.

As a hybrid/remote-first company, it’s essential that you have strong communication, interpersonal, and remote working skills in order to collaborate effectively with the wider team. However, please note that due to the nature of this role, we’re looking for someone who can work with us on a hybrid-basis in our Edinburgh office — we cannot offer fully remote working.

**What you’ll be doing**:

- Financial responsibilities such as simple bookkeeping, processing purchase requests and expense claims, and raising invoices
- Working with our People & Operations Manager to ensure our people functions run smoothly by providing administrative support across recruitment, onboarding, and beyond
- Owning aspects of staff engagement; ensuring we celebrate staff achievements, milestones, and birthdays, in addition to the organisation of staff socials, both in-person and remote
- Maintaining records of company equipment and licences
- Arranging travel, accommodation, and purchasing tickets for events and conferences, both in the UK and worldwide
- Day-to-day management of our office space, such as ordering office supplies, ensuring our space is comfortable and welcoming, and booking meeting spaces
- Working with the wider team to provide general administrative support, such as occasional diary management
- Other ad hoc duties as required

**Experience & skills that will aid success**:

- Previous experience in a similar, admin-based role
- Previous bookkeeping experience
- Strong knowledge of Google Workspace tools; in particular, Docs, Sheets, Mail, and Calendar
- Knowledge of Xero or other accounting software
- Ability to be tech-savvy and learn new skills / software quickly
- Proactive about solving problems
- Interest in games and/or tech
- Interest in or knowledge of start-ups

What we can offer you
- Private healthcare
- Flexible and accommodating working hours
- A focus on mental health with access to an employee assistance programme and #LevelUpMentalHealth resources from Safe in Our World
- Employee referral scheme
- Employee options scheme
- Opportunity to work from our office in Edinburgh on a flexible, hybrid basis

Our interview process
For the Operations Administrator role, we plan to have 2 stages:

- Stage 1: An initial call with our People & Operations Manager to get to know you better, explore your experience so far, and get a better understanding of your knowledge of the tools we regularly use. We will also include a quick assessment at this stage, the details of which will be explained in advance.
- Stage 2: If we feel you may be a good fit for the role, you will then have a second interview where we’ll deep dive into your experience and skills within key areas for this role. We’d love for this to be in-person at our Edinburgh office, and it will also be a chance to meet our COO.

We want to set you up for success and make our recruitment process as accessible as possible. When you apply, let us know if you need anything to make your experience more comfortable and we'll do our best to support you.

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