Operations Assistant

Are you interested in working with a team of visionary-doers committed to leveraging machine learning and artificial intelligence for the better of humankind?  Trillium Technologies is looking for an Operations Assistant.

How to apply: If you’re interested in applying for this role, please click on the apply now button below, where you will be asked to attach your CV and cover letter. In your cover letter, highlight your experience and skills relevant to the role, organised under the key responsibilities, and provide specific examples.

Applications closed. Please email if you are interested.

About the role:

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 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. 

The successful candidate is friendly, adaptable, and brings a positive, can-do attitude to their work. They are comfortable multitasking and prioritising as needed to ensure that operations run smoothly and team goals are met. This role is ideal for someone who thrives on supporting a high-performing team in a dynamic, mission-driven environment.

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:

  • Bachelor’s degree preferred

  • Have at least 3 years of operations/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.