Operation & Systems Specialist

The Simon Institute for Longterm Governance (SI) is a Geneva-based nonprofit working at the intersection of frontier AI diplomacy and international governance. We work with policymakers, researchers, and institutions to strengthen the governance of transformative technologies – with a particular focus on AI. Our team of ~10 people operates across Geneva and abroad, combining research, policy engagement, and organizational capacity in a fast-moving field.

We are in a growth phase, expanding our operations and deepening our institutional presence. The decisions being made now – about how AI is governed globally – matter enormously, and SI exists to help make them better.

A small team working on high-stakes questions can only work well if its internal infrastructure is reliable, well-maintained, and continuously improving. The Operations & Systems Specialist exists to make that possible: owning the internal tools, processes that free the rest of the team to focus on the work that matters most. You will work directly under the Head of Finance & Operations and offer critical support to the whole team.

This is a hands-on, ownership-oriented role. You will be the go-to person for anything related to how SI functions internally: the tools the team relies on, the processes that keep things moving, the onboarding experience for new colleagues, the HR administration that underpins a growing team, and the operational security protocols that protect a sensitive organization.

SI’s team is generally technology-savvy, which creates a real opportunity: the right person will not just maintain what exists, but actively leverage available tools, including AI to simplify, consolidate, and improve how the organization operates, working toward more integrated and efficient systems over time.

• Administer and maintain the tools the team depends on (e.g. Google Workspace, Claude, Asana, Notion, Deel) – ensuring reliable, well-integrated systems that reduce friction and support focused work.
• Be the team’s internal point of contact for IT questions – device management, access, troubleshooting – and for operational security, coordinating with our external opsec consultant. SI handles sensitive information and operates in a context where security is genuinely important, not a formality.
• Manage IT hardware: keep a device inventory, coordinate equipment for new hires, and handle returns when people leave, mobile device management in relation with operation security
• Ensure tools are documented, integrated, and fit for purpose. Actively look for opportunities to consolidate and simplify and deliver recommendations within your first 90 days.
• Use AI tools actively in your own work to reduce manual overhead. Help the team adopt AI and technology tools in their day-to-day work – meeting people where they are, and raising the floor across the organization.

• Keep Slack running well: channel structure, norms, integrations, and automations that support clear and efficient communication across a distributed team.
• Help ensure that decisions and outputs from team processes are documented and communicated – contributing to the organizational clarity that allows people to work with confidence about what has been decided and what hasn’t.
• Provide logistical support for internal and external events during busy periods: coordination, preparation, and follow-up as needed.

• Own onboarding for new hires and fellows: from tools to documentation location and requested signatures to ensure a smooth start – ensuring people can contribute effectively from day one rather than spending their first weeks navigating logistics.
• Own offboarding when team members leave: access removal, handover documentation, checklists, knowledge transfer.
• Own and optimize our HR platforms: maintain accurate employee data, manage HR workflows, generate reports for management and our fiduciary.
• Support the development and implementation of internal policies – travel, conflict of interest, data privacy, and others. Over time, take…