Operations Assistant

2 weeks ago

UK, UK, United Kingdom Trillium Technologies Full time

Operations Assistant

You will be based in London, with occasional remote work.


About Trillium Technologies


Trillium Technologies is an international research and development company dedicated to creating intelligent systems for public benefit, planetary stewardship, space exploration and human health. With headquarters in London and offices across the UK, Europe, USA and Australia, we are at the forefront of addressing some of the world's most pressing challenges.


As a specialist technology consultancy, Trillium tackles grand challenges, such as Obesity, Planetary Defense (Asteroids, Comets), Space Situational Awareness (SSA), Lunar Exploration, Sustainability, Climate Change, Disaster response and Bushfires. Over the past decade, Trillium has established itself as a leader in applying Artificial Intelligence (AI) to challenges on the ‘to-do’ list of ESA, NASA, CSA, LSA and the Australian Space Agency. This work is showcased through initiatives like the Heliolab and ESL.


Our team consists of researchers, scientists, designers, developers and AI specialists, all driven by the vision of achieving impactful solutions for humanity through the accelerated application of trusted intelligent technology.


About the role: Operations Assistant


Trillium Technologies is looking for a proactive and organised Operations Assistant who excels at “spinning plates” and keeping the team aligned. This role is pivotal in ensuring seamless day-to-day operations and supporting the senior team to stay focused on strategic priorities. Think of yourself as the “glue” that binds our team’s projects and processes together, providing the operational foundation for excellence.


Based in London, you’ll work closely with our global team in a collaborative environment where everyone is self-sufficient yet relies on each other’s strengths. We’re not just looking for someone who shows up - we need someone energetic, adaptable and empowered to make a difference. You'll thrive in our dynamic environment committed to delivering the best work of your life. Whether managing calendars, reviewing expenses, or supporting programme logistics, every task contributes to our mission.


If you are passionate about operational excellence and are excited about making a positive impact on Humankind, we’d love to hear from you.


Key responsibilities


Core administrative support


  • Diary management: Coordinate multi-calendar scheduling, optimise schedules, and arrange meetings and conferences.
  • Document and file management: Maintain secure and organised electronic filing systems
  • Contract and legal documentation support: Track and manage contracts, assist with legal documentation, and ensure all files are updated and stored confidentially.
  • Expense reconciliation: Reconcile expenses across projects, cross-referencing expenditures with budget allocations and ensuring compliance with company guidelines.
  • Manage and track company costs: Track and maintain tracking of all company costs ensuring accurate records.
  • Assist with financial documentation: Prepare, organise, and manage financial documents, including invoicing, budgeting reports, and transaction logs, to ensure accurate and timely records.
  • HR support: Provide onboarding support for new hires, maintain employee records, and assist with HR documentation.
  • Recruitment support: Assist with creating and posting job openings, coordinating interviews, and supporting recruitment logistics.
  • Policy documentation: Assist with drafting and editing company policy documents.
  • Travel arrangements: Organise travel and accommodation logistics.
  • Event coordination: Plan, organise, and support logistics.
  • Efficiency and innovation: Proactively create and implement systems and processes that improve operational efficiency, streamline workflows, and support team productivity.
  • Confidentiality: Handle sensitive information discreetly and maintain the highest level of confidentiality.
  • Ad-hoc administrative duties: Provide any additional administrative support to meet company goals


Programme logistics and delivery


  • Project timeline management: Monitor project timelines, maintain schedules, and contribute to the creation of Programme timetables.
  • Programme execution: Assist in the delivery of our Programmes, working with AI and science experts to produce outstanding results.
  • Recruitment coordination: Assist recruitment logistics for Programme participants, coordinate onboarding, and track applicant and partner needs.
  • Event and activity support: Schedule, organise, and support Programme activities, including events, kick-offs, and presentations.


Content Creation and Communication


  • Documentation and marketing support: Support business documentation needs, such as social media campaigns, presentations, marketing materials, and PR
  • Internal and external communication: Ensure consistency across messaging platforms and assist partners with content creation, including social media posts, press releases, and speaker support


Who we’re looking for


  • Have at least 3 years of administrative experience, ideally in a fast-paced environment.
  • Be highly organised, proactive, and able to work independently and collaboratively.
  • Exhibit strong IT skills, including proficiency with Google Suite.
  • Be adaptable and able to manage multiple priorities in a dynamic setting.
  • Have excellent communication skills and confidence liaising with stakeholders at all levels.
  • Demonstrate experience and interest in technology, space, sustainability, resilience and interdisciplinary research.


If you are interested in applying for this role, you will be asked to send your CV and cover letter to Jodie Hughes at jodie@trillium.tech. In your cover letter, highlight your experience and skills relevant to the role, organised under the key responsibilities, and provide specific examples.


Applications close on 29 November 2024

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