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Operations Coordinator & EA at PolyAI

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  • London
  • fulltime
  • -
  • We are looking for an extremely organised and proactive EA/Ops Coordinator to join our busy and growing team. You will need to be comfortable working in fast-paced environments, wearing multiple hats and balancing the responsibilities of an office manager, talent coordinator and executive assistant all-in-one. This is an exciting opportunity, suited to someone extremely energetic with high-level attention to detail and tons of enthusiasm. You will work closely with our People, Business and Compliance Leads to support daily business operations, ensuring that PolyAI is running at 100% and our culture continues to thrive.


    The key responsibilities of our EA/Operations Coordinator will be:


    • Support our busy CEO and other leadership team members with day-to-day tasks, including diary and inbox management, expenses consolidation, ad-hoc reporting duties and travel management.
    • Manage comms with our Board members, including board pack creation.

    Office Management

    • Manage our office operations, stock purchasing, organise office moves if needed.
    • Manage our relationship with WeWork, and be the main point of contact with their Community team.
    • Coordinate team socials and lead our Social Team to build on our strong and fun culture at PolyAI.

    Operations and Talent Coordination

    • Be the first point of contact for all candidates, ensuring their hiring experience is smooth and enjoyable.
    • Partner with and manage the relationship with external recruitment agencies.
    • Coordinate all interviews with our internal hiring team, applicants and external recruiters.
    • Support with onboarding and offboarding tasks and other ad-hoc People administrative duties.
    • Manage the staff rota for our on-call teams.
    • Coordinate the materials for our bi-weekly all-hands.
    • Work closely with our Operations team to oversee daily business operations.

    About you:

    • Experience working in a similar role in a fast-paced tech startup.
    • Self-starter, extremely organised and with impeccable time and priority management skills.
    • Can-do attitude, passion for solving problems while remaining highly organised.
    • Confidence to own your role and work autonomously.
    • High level of emotional intelligence and excellent communication skills.
    • Based in London or within travel distance, office attendance will be required 2-3 days per week.


    ๐Ÿ 25 days holiday, plus bank holidays (5 days carryover each year).

    ๐Ÿก Hybrid working.

    ๐Ÿงก Enhanced parental leave.

    ๐Ÿ“š Learning budget of £500 per calendar year for books, training courses and conferences.

    ๐Ÿ’ฐ Company pension scheme with the People’s Pension.

    ๐Ÿ‘ฉ‍๐Ÿ’ป WFH pack or allowance, your choice!

    ๐Ÿšฒ Bike2Work scheme.

    ๐Ÿฅ Private healthcare with Vitality for you and your family members from your first day.

    ๐Ÿ’š Full access to a range of mental health programs through Vitality’s Mental Health Panel.

    ๐Ÿง˜‍โ™‚๏ธ Discounts on gym memberships and relaxation apps through Vitality.

    ๐Ÿฆท Private dental cover with Simplyhealth for you and your family members from your first day.

    ๐ŸŽ‰ Regular team socials, quarterly company parties, PolySeminars.

    ๐ŸŽ Healthy snacks and breakfast and a fully stocked fridge with a selection of snacks and drinks.

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