Operations & Executive Associate

About the Role

The success of a dynamic startup depends heavily on flawless handling of daily details like managing inboxes, calendars, presentations, and team events. Currently, the leadership team at Money Means is burdened with these tasks, preventing them from focusing on strategic priorities. This role seeks an individual to manage the operational workflow of the leadership team by easing their workload and anticipating upcoming needs, allowing for growth alongside the fast-paced company.

Company Overview

Money Means is on a mission to democratize high-quality financial advice. The company is developing Aida, an AI-driven platform offering genuinely personalized and accessible financial guidance without the complexity or cost of traditional advisory services. The team of 14 operates in a nimble, agile setting where individual contributions significantly impact the company's trajectory.

Key Responsibilities

• Efficiently manage the leadership team’s inboxes by filtering, prioritizing, drafting routine responses, and maintaining control over communications.
• Take full responsibility for scheduling and calendar oversight, ensuring seamless coordination and follow-up.
• Proactively prepare for important events including product demos, investor engagements, and deadlines to avoid last-minute rushes.
• Convert meeting notes and transcripts into actionable tasks and ensure timely follow-up.
• Assist with internal communications by drafting, coordinating, and scheduling team updates, announcements, and all-hands materials.
• Refine and polish presentation slides and decks using Figma to ensure professional quality.
• Organize and manage team events fully, including travel arrangements, venue bookings, logistics, and accommodating team members’ needs.
• Maintain and organize internal tools such as Notion and shared drives to keep information updated and accessible.
• Support HR and payroll administration activities including monthly payroll processing, onboarding logistics, equipment coordination, and access management.
• Coordinate interview scheduling and candidate communications during hiring processes.
• Conduct research tasks related to travel, supplier options, venues, and benchmarking as required.
• Assist with financial administration such as raising and tracking invoices, processing expenses, and liaising with accountants during month-end routines.
• Manage contract processes including preparing and following up on DocuSign signatures.
• Prepare and publish social media content to support communication efforts.
• Serve as the operational linchpin ensuring smooth daily function of the company.

Working with AI Tools

AI tools, particularly Claude, are integral to streamlining this role's tasks, handling areas like payroll, onboarding, research, note-taking, and content preparation. The role encourages proactive evaluation of repetitive tasks to explore automation possibilities using AI. While prior AI experience is not mandatory, enthusiasm for leveraging these tools and a willingness to learn and build AI-driven solutions are essential. The company supports this with dedicated AI tool subscriptions and allowances.

Why This Role Excels

• Full ownership of core operational processes behind a leadership team.
• Opportunity for growth from part-time with flexible scheduling to increased responsibilities and hours as the company expands.
• Remote work with flexible hours that respect personal life balance.
• Meaningful work contributing to democratizing financial guidance.

Desired Skills and Experience

• Exceptional organizational skills capable of managing many small tasks simultaneously.
• Proactive and energetic approach, identifying and addressing needs without delay.
• Effective and warm communication style, comfortable collaborating with founders, colleagues, and external contacts.
• High discretion and trustworthiness in handling confidential information.
• Comfort and proficiency with Microsoft Outlook, Word, Excel, Notion, and the readiness to learn new software.
• Ability to thrive in a fast-changing startup environment with shifting priorities.

Additional Advantages

• Previous experience supporting leadership teams or founders in startups or small enterprises.
• Familiarity with HR, finance, or operations administrative tasks.
• Regular use of AI tools in daily workflows.

Company Culture & Working Style

• Remote-first setup based anywhere in the UK.
• Flexible, outcome-driven work ethic emphasizing quality results over presence.
• Small, collaborative team where everyone contributes beyond defined roles.
• Integration of AI technology as an essential part of daily work.
• Ability to navigate ambiguity and rapid changes effectively.

Interview Process

• Initial informal discussion with the CEO focusing on vision alignment, cultural fit, experience, and company goals.
• Follow-up detailed conversation and practical assessment with the Chief of Staff and leadership team members.

Compensation and Benefits

• Annual salary range from £34,000 to £42,000 full-time equivalent, with pro-rata £23,000 to £28,000 for 25 hours per week.
• Part-time role (25 hours/week) with potential to expand.
• Pension contributions totaling 8% (5% employee and 3% employer).
• 24 days of annual leave plus bank holidays and a year-end office closure, all pro-rated.
• Death-in-service benefit equal to six times the annual salary.
• Income protection insurance providing 75% of salary for up to three years if unable to work.
• Eligible participation in EMI share option schemes fostering ownership.
• Access to same-day virtual GP consultations.
• Care concierge services to assist with family care arrangements.
• 24/7 confidential Employee Assistance Program covering mental health, legal, financial, and family concerns.
• Up to four annual therapy sessions with mental health support platform, with options for more.
• Monthly AI tools allowance of £50 plus subscription to Claude AI.
• Work-from-anywhere policy within the UK with up to three months overseas annually.

Equal Opportunity Commitment

Money Means is committed to fostering diversity and invites applicants from a broad range of backgrounds. Candidates who may not meet every listed qualification but demonstrate potential are encouraged to apply. Reasonable accommodations during the recruitment process are available upon request.

How to Proceed

Prospective applicants interested in impacting access to financial guidance are encouraged to contact the Chief of Staff for more details and application information.