Learning & Operations Coordinator (12 month fixed term contract)

Oliva is reimagining how to leverage AI to support wellbeing, professional growth, and unlock the best of people's performance—drawing on years of experience providing high-quality therapy, professional coaching, and team sessions that help people thrive at work and beyond.

Our foundation has given us deep insight into what truly drives performance, growth, and wellbeing in modern workplaces.

Now, we're building on that expertise to deliver Oli—our AI-powered performance partner—alongside targeted learning & development programs and evidence-based wellbeing solutions. Together, these form a powerful ecosystem that empowers managers and teams with instant, tailored guidance and practical tools in the flow of work.

Our new platform blends cutting-edge GenAI with proven management frameworks to transform how people give feedback, delegate, grow their teams, and care for themselves and each other—directly within tools like Slack.

Backed by some of Europe's best venture capital firms and top-tier angels, Oliva is entering its next chapter: scaling the next era of organizational impact through the fusion of human expertise and AI innovation.

Please note: This role is a 12 month fixed term contract.

The Role

We're looking for a proactive, detail-obsessed Operations Coordinator to join the Oliva team. Experience is not critical for this role, this is an early-career role — ideal for someone with around 6–12 months of experience in operations, logistics, events, or fast-paced coordination. Maybe you've done a startup internship, or supported a team at university. What matters most is your mindset — on it, proactive, and hungry to learn.

You'll take full ownership of the logistics and coordination of our targeted Learning & Development product, including workshops and team sessions—from client onboarding through to post-delivery insight reports. You'll also jump into broader business operations projects across Oliva, supporting teams wherever your skills are most needed. This could be launching internal tools, supporting with data analysis, automating a workflow, or getting stuck into lead generation experiments.

We're a startup. That means things move fast, change often, and aren't always tidy. We need someone with high agency—someone who loves being thrown into the deep end, learns quickly, and finds creative solutions with confidence and calm.

You'll Make an Impact in the Following Areas:🯩 Team Sessions Logistics & Delivery (60%)

• Coordinate and manage Team Sessions end-to-end—making the experience smooth, personal, and scalable.
• Work across multiple timezones, senior client stakeholders, and facilitators to make sessions happen seamlessly.
• Design and implement custom automations (e.g. using Zapier or N8n) based on client needs.
• Keep all the moving parts in sync—calendars, facilitators, pre-work, feedback, and post-session materials.
• Spot gaps in the process and improve them with smart tech and thoughtful touchpoints.
• Be the face of Oliva to clients, bringing clarity, professionalism, and warmth to every interaction.

You'll Also Support Across Two Key Areas: Lead Generation & Sales Support

• Organise and support lead gen campaigns, outreach workflows, in-person events, and webinars.
• Create polished, well-branded materials using tools like Pitch, Gamma, Slido, and Figma.
• Track outreach and inbound interest using LinkedIn and internal CRM tools.
• Gather testimonials, run surveys, and help turn client stories into marketing assets.

People & Business Operations (across Oliva)

• Jump into operational projects across the company—wherever you're most needed.
• Build dashboards and data sets using Google Sheets to support decision-making.
• Own process experiments and operational improvements—from internal tooling to delivery workflows.
• Help onboard new freelancers or facilitators by creating documentation or training assets.
• Assist with recruitment and human resources initiatives across the company.
• Bring structure and clarity to fuzzy problems—and don't wait to be told what to do.

Tools You'll Work With (or Learn Fast)

Coordination & Automation: Zoom, Slack, Google Calendar, Typeform, Zapier, N8n
Sales & Design: LinkedIn, Pitch, Figma, Slido, Gamma
Ops & Analysis: Google Sheets (formulas, filters, conditional logic), Miro, Google Suite

You don't need to know them all—but you'll need to pick them up quickly, and enjoy learning new tools on the fly.

What you need:

• 1+ years experience in coordination, operations, or admin—ideally in a fast-paced or startup environment.
• Experience managing complex logistics with senior clients, distributed teams, and tight timelines.
• Confident, friendly, and thoughtful communication—especially in writing.
• An eye for detail, a love of organisation, and the ability to juggle multiple workstreams at once.
• Curiosity about AI and automation—and how to use it to save time and level-up quality.
• Excellent communication in English—written and verbal.
• High ownership: when something's yours, you run with it, improve it, and make it shine.
• A hunger to learn. You don't need to be an expert—but you need to care enough to become one.
• An interest in People & Talent Management, you will be reporting to the Head of People & Talent. 
• Happy to go to our London or Barcelona twice a week.
• Willing to travel to off-sites and team events twice per year.

Why This Role Matters

Team Sessions is one of Oliva's most visible and impactful offerings—and you'll be at the heart of it.
You'll also be a go-to player across our business, trusted with problems that need structure, momentum, and clarity.
This isn't just coordination. It's performance enablement in action.

What You'll Learn

• How to scale a high-margin product line inside a growing startup.
• How coaching, behavioural science, and automation can transform the way people work.
• What it takes to run world-class delivery operations—with a human-first touch.
• How to move fast, build systems, and spot opportunities for improvement—across every part of a company.

Benefits

We come to work each day knowing that we're contributing to a truly meaningful mission.

On top of this, you get:

• A healthy salary 
• Plenty of paid time off to relax and recharge your batteries, approximately 38 days of leave including your local public holidays
• Therapy and coaching via the Oliva platform—and encouragement to take advantage of it
• Flexible hours
• An autonomous, vibrant, and flexible work environment
• Travel twice per year to a team event

Diversity & Inclusion

We know the tech industry has a diversity problem. Without proactively addressing this, we could easily end up hiring a lot of very similar people. So we're enthusiastically encouraging applications from underrepresented groups in our industry. We hire with fairness and awareness—and we mean it.

Whoever you may be: regardless of age, ethnic origin, sexual orientation, gender, religion, disability, background, or identity, we'd love to hear from you. If you need any adjustments during the interview process, let us know and we'll accommodate.

Who We Are

Our co-founders, Javier Suarez, Sançar Sahin and Huw Slater, have all experienced the emotional highs and lows of scaling successful tech startups and lived to tell the tale. Between them they have founded or led teams at TravelPerk, Typeform, Hotjar, and GetApp.

You need to go to our London or Barcelona hub twice weekly. You will need to be based in the UK or Spain for all our positions. 

Unfortunately at the moment we are unable to sponsor working permits or visas.

---