Executive Operations Associate

About the role

The Executive Operations Associate provides high‑level administrative, coordination and operational support to senior management, including research scientists and the Executive Director. The role leverages recent advances in AI, especially Agentic AI, to improve office efficiency and streamline processes.

Key responsibilities

• Manage calendars, schedule meetings, and handle correspondence for senior leaders.
• Prepare agendas, briefing notes, presentations, minutes and track follow‑up actions.
• Coordinate domestic and international travel, process travel advances and reimbursements in line with institutional and donor policies.
• Support finance and procurement administration, including documentation, vendor coordination, contract tracking and compliance.
• Assist with research administration such as researcher profiling, paper submission coordination and maintaining publication records.
• Organise events, trainings, conferences and external engagements, handling registrations, logistics and documentation.
• Apply AI tools to transform and automate administrative processes for greater efficiency.

Required profile

• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Attention to detail and ability to maintain accurate records.
• Experience supporting senior executives in a research or academic environment is a plus.

Required skills

• Proficiency with standard office software (e.g., word processing, spreadsheets, presentation tools).
• Familiarity with AI‑enabled productivity tools.
• Knowledge of travel booking systems and expense management procedures.

What we offer

• Opportunity to work closely with senior scientific leadership.
• Exposure to cutting‑edge AI applications in administrative workflows.
• Collaborative environment within a research‑focused institution.