Operations Associate

Location: City Of Westminster

Job title: Operations Associate

Type: Full-Time

Location: Westminster, London (expectation of working from our office 2-3 days a week)

Salary: c. £55,000 depending on experience

Start date: ASAP

About CLTR

The Centre for Long-Term Resilience (CLTR) is a UK-based, non-profit and independent think tank with a mission to transform global resilience to extreme AI and biological risks. We achieve this by working with governments and institutions, offering targeted, evidence-based advice designed to enhance understanding, decision-making and governance.

Your Role

Operations Associates play a pivotal role at CLTR, supporting the effective operations of our growing policy units. We are hiring two new staff in this position, one to support our AI Policy Unit and one to support our Biosecurity Policy Unit. Embedded within either our AI or Biosecurity unit, your role will be to provide a flexible range of operational, administrative and project support.

This includes administrative responsibilities such as organising meetings, managing team calendars, and providing executive assistance support to unit Directors, alongside more substantive project management support to ongoing policy projects, fundraising proposals, and other responsibilities as determined by the priorities of the unit.

These roles also offer the opportunity to develop skills supporting grant writing and other fundraising activities. Although the roles are embedded within their respective policy units, they collaborate regularly with our central Operations unit, and have scope to contribute to operational projects supporting CLTR's organisational development.

This is a hands-on, generalist role suited to individuals looking to develop skills and experience in project management and operations within a thriving non-profit, focused on some of the most pressing issues of our time. With touch points into multiple parts of the organisation, the role offers fantastic exposure to different areas of work in a growing think tank.

What you'll do:

Operations support and administration:

• Coordinate team meetings, events and travel logistics
• Support policy team members in preparing presentations and other written outputs, e.g. website copy
• Coordinate team publication pipeline and related processes, e.g. liaising with copy editors and designers
• Coordinating management of contractors supporting policy unit work
• Support coordination of stakeholder engagement by team members, including upkeep of CRM systems
• Oversee the team calendar and coordinate planning of team-level activities, supporting the unit Director and Delivery Manager
• Ensure clear processes are in place at unit level for filing key documents, knowledge management, and other information security related procedures
• Support onboarding processes for new team members, in coordination with People Operations
• Support budget tracking and follow up of invoices and expenses at unit level

Project coordination:

• Coordinate tracking of multiple unit projects and ensure progress updates are shared in a streamlined way
• Coordinate activity and impact logging across unit members, in collaboration with the unit Delivery Manager
• Provide flexible support to project activities as requested, including background research or other project management back stopping

Grant writing and fundraising:

• Support in the coordination of input to grant proposals from policy unit staff, in close partnership with the Fundraising unit
• Contribute directly to grant writing, with appropriate support
• Contribute to ensuring consistent language and references across funding proposals within the unit, drawing on past project performance and project trackers

Executive assistance:

• Support the unit Director with email and diary management
• Act as a reliable "gatekeeper" for the unit Director's time, and contribute to strategic decisions around time management (external invites, internal priorities, focus time etc)
• Provide travel booking and logistical support to the unit Director

Please note this is not an exhaustive list, and you will be expected to carry out other tasks as reasonably required by your line manager

Person Specification

Essential

• Demonstrable experience in an operations, administrative or project management role.
• Project coordination skills, with the ability to coordinate work across multiple work streams simultaneously and deliver to deadlines.
• A genuine passion for administration and operations, and in particular for identifying efficiencies and making systems work for people.
• Exceptional attention to detail, especially for coordinating complex calendars and travel logistics, preparing written documents and website content.
• Experience using tools like Google Slides, Canva or Powerpoint to prepare clear, professional briefing materials and presentations.
• Ability to produce clear written content for different audiences, e.g. funding proposals, website copy.
• The ability to maintain a high level of confidentiality and discretion at all times, including comfort with information-security…