Business Operations Associate

Black Swan Data is a leading provider of data software and consulting services for the consumer goods industry. Our technology uses AI and social data to power the insight and innovation capabilities of CPG brands like PepsiCo and General Mills.

We are a valuesdriven company that is committed to our employees wellbeing and growth. We believe that our people are our greatest asset and we want to create an environment where they can thrive.

Job summary

The Business Operations Associate plays a key role in supporting the daytoday operations of the Executive and Operations teams helping ensure the business runs smoothly and efficiently. This fulltime 912 month contract role involves managing diaries and travel coordinating companywide meetings and communications and providing logistical support for internal initiatives.

Beyond core administrative duties the role also includes lighttouch project managementtracking progress communicating updates and keeping stakeholders aligned. Were looking for someone who thrives in a fastpaced environment can manage multiple priorities with ease and is always ready to step in and support wherever needed.

Responsibilities:

Support

• Diary management for the leadership team ensuring priorities and clashes are managed and the team operates effectively

• Booking travel preparing itineraries and managing logistics for key stakeholders

• Preparing and formatting presentations documents and reports (e.g. PowerPoint)

Meeting Coordination & Communications

• Organise and coordinate companywide meetings (e.g. Weekly Meeting SteerCo) including agendas minutes action tracking and followups

• Support with internal communications such as the compilation and distribution of the monthly company Global newsletter

• Maintain accurate documentation and assist in followups on action items

• Support on quarterly QBR process

• Coordinate and manage the Connect session meetings in collaboration with the Executive.

Operations & Administration

• Be the goto contact for the UK hub managing supplies and acting as the liaison for general office needs

• IT/ Technology support and coordination

• Coordinate and manage UK office move

• Coordinate logistics and support the Engagement team in delivering internal events and initiatives (e.g. yearend functions staff engagement activities in the UK)

• Assist with onboarding tasks or coordination of internal programs as needed

Project Management Support

• Provide lighttouch project management for internal initiativeshelping track progress flagging risks or delays and keeping stakeholders aligned

• Support ad hoc operational projects and priorities as directed by the COO

• Develop simple trackers and timelines to support crossfunctional team efforts

CrossTeam Collaboration

• Lean in to support highpriority or timesensitive projects across various business areas

• Foster communication between teams and assist in ensuring internal alignment on deliverables

Requirements:

• 2 years experience in a similar administrative business operations or executive support role.

• Proven experience with diary and travel management for senior stakeholders including across time zones.

• Strong organizational and time management skills with the ability to manage multiple priorities effectively.

• Excellent written and verbal communication skills with strong attention to detail.

• Experience coordinating internal meetings events or communications including taking minutes and tracking actions.

• Competent with Microsoft Office Suite (Outlook PowerPoint Word Excel) and digital collaboration tools (e.g. Slack Zoom Teams).

• Ability to work independently with minimal supervision while staying aligned with team goals.

• Professional trustworthy and discreet in handling confidential and sensitive information.

• A proactive cando attitude and willingness to jump into different tasks and projects as needed.

Desirable

• Experience supporting senior leadership or Clevel executives.

• Exposure to project management (e.g. tracking progress coordinating stakeholders using tools like Trello Asana or Excel).

• Familiarity with internal communications (e.g. newsletters team updates or employee engagement initiatives).

• Experience supporting remote or hybrid teams ideally across multiple locations or regions.

• Exposure to office management facilities coordination or vendor liaison (particularly for the UK or SA region).

• Experience assisting with onboarding processes or internal team initiatives.

What makes a Swan
We want people fanatical about creating innovative solutions inspired by data. We know Black Swans DNA is different its what helps us find new perspectives on our clients problems. Working in a fast paced energized environment our bar is set high and an ability to build long lasting partnerships both internally and externally is vital.
We have made a difference at our core and that is embedded in our values.

• We believe in longterm partnerships through transparency and honesty.
• We believe in leaving the world in a better place than we found it.
• We believe anyone can achieve great things. We do not put people in boxes.
• We listen more than we talk.
• We think 10% crazy is just about right!
• Most importantly and because you spend 60% of your waking time at work we believe you should enjoy it.

What We Offer
Hybrid Working 2 days in the office per week (Thursday being our whole company connection day in the office). Some roles will also be eligible to apply for 100% remote working.
Career Development At Black Swan we prioritise your development. We break new ground daily and that provides every Swan with the opportunity to build careerdefining skills and experience.
Working environment Because you spend 60% of your time at work we try to make it enjoyable! You will benefit from our global benefits: staff referral scheme wellness day development day flexible working internal and online training initiatives volunteering opportunities at birthday half day social events and a flexible leave policy.
Exciting Clients and Projects We work with some of the worlds most pioneering CPG brands and operate at the cuttingedge of our industry solving our clients problems with technology.
Talented Teams We employ the best talent in the market as a Swan you will be exposed to highly skilled and multidisciplined teams across 3 continents.