Sol Office Operations Associate

Key Information

Deadline: We will be reviewing and progressing applications on a rolling basis. We aim to let you know whether you will be progressing to the next stage within 10 working days of receiving your application. Applications close midnight (anywhere on Earth), Sunday 11 December or sooner if a successful hire is made before the deadline.

We are also hiring for Sol’s Head of Office Operations. If we think this role is a better fit for you, we may invite you to apply for this role instead.

About Sol

Longview Philanthropy is excited to be launching Shared Office London (Sol) early next year.

Sol will serve as a coworking space for high-impact longtermist professionals in London. It aims to (i) increase the productivity of members by providing an excellent working environment and (ii) foster collaboration and networking through an exciting events programme and positive community atmosphere.

Sol will be based at  Montacute Yards in Shoreditch (a Fora workspace) and will support a community that will consist of ~100 members in the office and many more individuals associated with the space. Members and guests will have access to offices, hot-desks, meeting spaces, and wellness facilities - and we hope to reach even more individuals through our events programme.
 

Responsibilities

The Office Operations Associate will work very closely with Conrad Kunadu and Sol’s Head of Office Operations to ensure Sol runs as smoothly as possible. The role will grow as you develop, but you will start by focusing on the following key responsibilities:

Office Operations and Optimization

You will be on the ground to ensure the smooth running of Sol, and implement and improve Sol’s workflows.

  • Work with the Head of Office Operations to proactively seek ways to continuously improve and optimise Sol’s day-to-day workflow, physical setup, and broader internal operations.

  • Execute the Sol Handbook on the ground; take full responsibility for ensuring policies are enacted (e.g. ensuring security policies are followed, rechargeable equipment is charged, etc).

  • Problem-solve member queries as needed (everything from implementing member feedback to optimising the layout of the space in real time).

  • Keep Sol fed and working! Restock food, supplies, and equipment and manage/maintain sufficient spare stock as needed.

Office Administration

You will implement and iterate on Sol’s administrative functions. 

  • Iterate and implement a system for ensuring that Sol’s member communications run smoothly (e.g. for membership approvals/requests; the Sol newsletter; onboarding & offboarding emails).

  • Keeping Sol’s CRM up to date.

  • Work with Effective Ventures to track the accounting of all Sol expenditures.

  • Facilitate meeting room booking for offices and hot-desks.

 

Community Help

You will be the primary point of contact for resolving Sol member requests; you will deliver member communications; be active on Slack, and work closely with the Head of Office Operations to create a culture of collaboration, curiosity, and high epistemic standards. 

  • Act as the primary on-the-ground point of contact for Sol members.

  • Create, run, prepare Sol events.

  • Deliver member communications, e.g. be active on the Sol Slack Workspace; curate and send the monthly newsletter.

  • Conduct onboarding and tours for members and guests of Sol. You’ll be one of the key friendly faces of Sol!

  • Collecting feedback from members and acting on it quickly and appropriately.


The successful candidate will be co-managed by Conrad Kunadu and the Head of Office Operations (which involves weekly 1-1s and regular performance reviews).

Who Should Apply for This Role?

Essential: the ideal candidate will demonstrate the following attributes.

  • Effective and keen problem-solver: you’re attentive to potential problems and resolve them effectively before they become an issue.

  • Attention to detail: you’ll be making budgets, updating the CRM, and undertaking a number of complex tasks where details really matter. 

  • Resilient: issues will arise and you may find yourself having to juggle a number of tasks you did not plan on. You’ll be someone who remains calm, positive and addresses these issues.

  • Willingness to engage in administrative tasks: your mandate will involve tasks such as updating inventories and unpacking deliveries. You’ll be someone who’s willing to do whatever needs to be done to see the space really thrive.

  • Commitment to quality: we want Sol to be one of the best spaces to work in the world. You’ll be committed to providing an incredible service and welcome feedback. You’ll possess a ‘service-mindset’ and seek to create a delightful experience for all members.

  • Highly organised: demonstrated ability to effectively manage a significant and varied task volume in order to ensure timelines are adhered to. 

  • Strong communication skills: for liaising externally (contractors, guests, etc.) and for liaising with Sol members. 

 

Desirable but not essential: any of the following would be a bonus, but are not required.

  • Familiarity with effective altruism: Sol is a mission-driven project and familiarity with the concepts of effective altruism and longtermism are helpful as they guide its  strategy and work.

  • Experience in an operations role (e.g. operations analyst, office assistant, events analyst, admin assistant).

  • Knowledge/experience of GSuite, Asana, Mailchimp, Airtable, and no-code automation. 

 

We are able to sponsor work visas for this position.

Salary, Benefits and Location

  • This position is full-time. You will be required to work in person from Sol in Shoreditch, London.

  • Starting salary of c. £45,000 p.a., depending on experience and skills.

  • Benefits include: generous paid vacation time, 10% employer pension contribution, equipment budget, training budget, well-being budget, private healthcare and dental care. 

  • This role is centred around office work, so you would be expected to work from Sol and keep fairly regular hours (~9am - 6pm).

Application Process

  • First stage: CV (email to jobs@sol-space.org), short application form & standardised test.

    • Once you have submitted the short application form and emailed your CV to jobs@sol-space.org, you will be emailed the next working day with instructions to complete the online standardised test. No preparation is needed for the standardised test. 

    • We will be in touch about your application within 10 working days of you completing all 3 components of this stage.

    • Deadline to apply: the deadline to apply for this role is midnight (anywhere on Earth), Sunday 11 December.

  • Second stage: paid work task (8 hours maximum). We will compensate candidates £50/hour for completing this stage.

  • Third stage: in-person structured interview (1 hour).

  • Fourth and final stage: 5-day work trial.

    • You will spend a week in Longview’s office working closely with Conrad and Ruth.

    • We recognise an in-person trial is a significant commitment. Compensation will be provided to all candidates who complete a work trial (£1,000). We are keen to work with the final candidate(s) to ensure they are able to complete a work trial, and aim to be flexible and accommodating. Please reach out if you are interested in applying but think you’d be unable to complete a work trial.

  • The starting date for the position will be determined together with the successful candidate. However, we are looking to hire as soon as possible.

  • Email conrad@sol-space.org with any questions. 

  • Longview Philanthropy is an equal opportunity employer. We are happy to make any reasonable accommodations necessary to welcome all to our workplace. Please contact us to discuss adjustments to the application process.