Operations Executive

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Who we are

Exponential Science is a foundation led by visionary founders Dr. Paolo Tasca and Nikhil Vadgama, who have advanced emerging technologies through education, research, and innovation. Recognising the power of the convergence of technologies such as blockchain, AI, and IoT to tackle complex multidisciplinary challenges, they founded the Exponential Science as a natural evolution of their long-standing work, aiming to strive towards a more inclusive and innovative future for all.

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Role and responsibilities

We are seeking a proactive and versatile Operations Executive to join our team. This role will involve a wide range of responsibilities, including back-office support, website management, and engagement with the blockchain community. The ideal candidate will have excellent English skills, diverse educational background, and a strong interest in blockchain technology. This position offers a fantastic opportunity to grow professionally within the blockchain space and to learn more about the industry.

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Duties include:

1. Provide comprehensive back-office support, ensuring efficient day-to-day operations.
2. Manage correspondence in a timely manner and maintain accurate records of all communications.
3. Ensure that the company’s CRM system is updated, useful for the entire team, and regularly expanded and improved.
4. Perform administrative tasks, such as scheduling, data entry, document scanning, document management.
5. As required by the Chief of Staff, take on project management responsibilities, ensuring that the company’s project management tool is functional and up-to-date.
6. Perform tidying of the office and ensure supplies are monitored and replenished.
7. Ensure that company policies are enforced throughout the team, including travel policy, expenses policy, data storage policy and communications policy. Support the updating and improving of the policies and appraisal systems.
8. Handle the recruitment process of the company and of associated spin-outs where required, from job posting to new employee onboarding, including interview arrangement and interview moderating.
9. Process refunds and provide support to the finance team in financial matters.
10. Manage relationships with the company’s landlord.
11. Take minutes during meetings and ensure accurate documentation of discussions and action items.
12. Manage the assessment of the usefulness of the tools and providers used by the company, the need for new tools and providers and cost-reduction initiatives.
13. Oversee training initiatives for company staff.
14. Maintain the company HR platform ensuring up-to-date and accurate records.
15. Facilitate the elaboration of metrics for the company’s Board and support the elaboration of internal reports and donor-facing reports.
16. Support grant application and grant writing activities.
17. On occasion, conduct data collection activities in support of the research team. This includes tasks of data review, collation and cleaning, and documentation writing.
18. If required, support the marketing team in the preparation of outward-facing materials such as slide decks, encyclopedia entries and calls for papers.
19. If required, support the on-site organisation and running of events to ensure seamless execution and positive attendee experience.
20. Ensure compliance with UK laws and regulations, including health and safety requirements. 
21. Be available to switch in-office days where required for optimal delivery of office projects.
22. Be available to support the Executive Office during critical periods around deadlines or intercontinental travel outside of UK normal working hours.
23. Perform any other ad-hoc tasks or projects as assigned to support the overall business.

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Skill requirements

The ideal applicant will be characterised by:

1. Excellent command of the English language, with strong written and verbal communication skills.
2. Experience with social media and public-facing materials, including blogs and newsletters.
3. Acquainted with blockchain technology, with experience in academia and/or industry.
4. Flexibility and adaptability to new tasks in a rapidly changing environment.
5. Ability to edit websites and ensure optimal user experience.
6. Proficiency in creating professional presentations.
7. Strong problem-solving skills and ability to work independently.
8. Diverse educational background, preferably in a relevant field such as Business, Communications, or Marketing.

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