Purpose of the Role

The Operations Executive is a crucial role at Pilotlight, providing key administrative, logistical and data support to ensure the organisation runs efficiently and effectively.

You will be working across the different functions of the Operations team supporting all team members and also providing key support to the Delivery team on the smooth running of our “event-style” programmes as well as providing flexible support to the wider organisation.

This is an exciting and varied role working across the organisation and requires someone who is a natural problem-solver, proactive with excellent communication skills and an eye for detail. Forr the right person, there is potential to develop and shape the role beyond its current scope over time.

 Key Areas of Responsibility:

In this role you will:

Support the operational running of the organisation by:

• Ensuring the smooth running of our London office, including liaising with external suppliers

• Carrying out financial administration, including the processing of invoices, expenses, and end of month credit card and Direct Debit reconciliations

• Supporting with HR administration, guiding hiring managers on recruitment and leading on new-starter inductions and leaver processes (including equipment)

• Assisting in collating internal and external data against set requirements on a weekly, monthly, quarterly, and annual schedule as needed.

• Supporting in liaising with external IT support providers to manage day-to-day systems and technology assets

• Supporting with the hosting of regular ‘tech drop-in’ sessions to assist internal staff with non-urgent technical queries

• Helping to develop and implement training materials and user documentation/guides for staff internally to support their work and general learning and development

• Supporting in the review, updating and communication of Pilotlight’s internal policies and procedures

  Support the delivery of Pilotlight’s “event-style” programmes by:

• coordinating with external stakeholders on logistics

• providing technical support and troubleshooting for participants, managing breakout rooms and supporting main speaker content delivery during virtual events

• diary management, coordinating key dates for programme delivery with both internal and external stakeholders

• preparing and updating PowerPoint slide templates and other event collateral such as name tags, stationary, printed documents and other materials

• supporting event registration at in-person events

• gathering information from Partner Charities including logos, dietary and accessibility requirements, travel costs and other sources of information for large-scale events. 

You will also be expected – as part of the wider Pilotlight team – to take on other ad hoc tasks as needed, especially during peak/busy periods.

In return… 

Come and work for a professional, talented, and friendly team, always striving to learn and grow. You will experience a great learning environment, with training and development opportunities, as well as a flexible approach to work. You will receive a generous holiday allowance, pension contributions and other benefits such as enhanced pension provision, maternity/paternity/adoption/shared parental leave and pay and other perks through Perkbox. 

About the Organisation 

This successful social enterprise amplifies the impact charities, business and individuals can bring to make a better world.  

This is done by bringing charities together with business and business experts who can tackle the pressing issues charities are facing. It manages the relationship between business and charities to maximise the impact they bring and increases the impact of individuals by bringing them new experiences, perspectives and learning.  It increases the impact of organisations by exposing their talent to new situations and challenges. It increases the impact of charities by giving them the expertise and resources they need.  

Applicants must have the right to work in the UK. We are particularly interested in candidates from underrepresented backgrounds.