Operations Associate/Specialist

Who we are

AIWI exists to ensure that insiders at frontier AI companies can speak up safely and effectively when they see something the world needs to know. We exist to strengthen the people closest to transformative AI development by ensuring their disclosures are maximally safe for them and impactful. We do this by integrating the ecosystem of lawyers, AI researchers, AI advocacy organizations, journalists, regulators, and policymakers who can act on what they learn.

Tasks

About the role

AIWI is growing, and needs another Operations executor to join the team. As we scale globally, the foundations need to be solid, and have a system that works for a distributed team (hubs in EU, UK, East Coast and West coast time-zones).

Currently the operations team is building the foundations: hiring, onboarding, ways of working, and the systems around them. With the groundwork developed, this role will take them from scrappy to scaled, making the processes official, keeping them running, and making them better. You'll report to the Founder's Associate, and work closely with the wider team.

Area of ownership

Support in developing our operational processes, and own execution. Operational quality is a critical input to almost everything at AIWI: your output is what holds other functions and projects to a very high standard and lets them succeed:

General ops & triage

• Be the first point of contact for ops support — triage requests, resolve what you can independently, and route the rest.
• Keep the admin housekeeping in order: mailboxes, shared drives, and group permissions.

Workplace & events

• Deliver the logistics behind our events: company retreats, offsites, and events we run with and for partners. Booking venues, travel, and the comms that make them happen.
• Equip the team to do their best work from anywhere collaborating with Security & tech to ensure home and coworking setups are optimal & hardware, software, and access, sorted

Finance operations

• Process routine invoices and coordinate contractor payments and expense queries with our accounting firm, Impact Ops.
• Review card transactions, chase receipts, and keep all records up to date.
• Ensure all payroll requirements are met.
• Support our funder operations: track incoming donations and grants, help compile and draft funder reports, and get updates out on time.

People & HR admin

• Own onboarding and off-boarding end-to-end: checklists, account provisioning, welcome comms, and deactivation (for staff, contractors, and fellows).
• Keep our HR, finance tools and employee/leave records current and accurate.
• Manage our freelancer and volunteer network day-to-day.
• Support hiring by scheduling and running first calls and keeping the process moving

Reporting, tracking & insights

• Keep our trackers and the OKR/reporting rhythm current, chasing the inputs and make sure weekly updates go out.
• Surface where we're losing time or money, so inefficiencies get seen and fixed

Tools & systems

• Make our tools and standards stick: labelling, best practices, and working with the security/tech team to build standards the whole team actually follows.

Requirements

You might currently be an operations associate, founders associate or executive assistant. you’re someone a team relies on to keep things running. Above all, you're organised, high attention to detail, and you get satisfaction from things running smoothly.

You'll be a strong fit if

• You keep trackers, checklists, and records up to date without being reminded, and you catch when something's about to slip before it does.
• You move quickly. Requests don't pile up, and things keep moving because you keep them moving.
• You're comfortable with tools and tech, and you like making work flow. You've used automation tools before, and you'll happily pick up a new open-source one if it improves our stack.
• When you spot a problem, you own the whole loop: flag it, fix it and check the problem has actually been fixed.
• You're comfortable with numbers and money. Invoices, expenses, receipts, and budgets don't faze you, and you like getting them exactly right.
• You write clearly and keep people updated, so anyone can see where your work stands without having to ask.
• You can be trusted with sensitive information.
• You care that a process works in practice, not just on paper. You'll take something half-built and make it reliable.
• You've done some ops, admin, or coordination work before.

Nice to have

• You've supported HR or people processes - onboarding, offboarding, or leave admin.
• You've done finance or payroll admin: running payroll, processing invoices, or tracking expenses.
• You've used open-source tools like OpenProject, Synology, or n8n (or you're happy to learn them).
• You've worked in a think tank, nonprofit, academic, or fast-growing startup setting.

Benefits

What we offer

• Work as part of an ambitious team committed to a high leverage intervention: A single whistleblower disclosure can move the world if handled well. We get up every morning to make it go well
• Work on a vast breadth of Ops challenges and varying project sizes
• Ownership and responsibility from day 1
• Chance to define your personal career development
• Competitive compensation and comprehensive benefits
• Coaching by Founder's Associate

Compensation

• Salary: 65,000-75,000K
• Benefits (Pension, Gym benefit, L&D fund, co-working space, & occasional travel for company-wide offsites)
• Leave