Job Description

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 values-driven company that is committed to our employee's 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 day-to-day operations of the Executive and Operations teams, helping ensure the business runs smoothly and efficiently. This full-time, 9-12 month contract role involves managing diaries and travel, coordinating company-wide meetings and communications, and providing logistical support for internal initiatives.
Beyond core administrative duties, the role also includes light-touch project management-tracking progress, communicating updates, and keeping stakeholders aligned. We're looking for someone who thrives in a fast-paced 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 company-wide meetings (e.g., Weekly Meeting, SteerCo), including agendas, minutes, action tracking, and follow-ups

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

• Maintain accurate documentation and assist in follow-ups on action items

• Support on quarterly QBR process

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

Operations & Administration

• Be the go-to 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., year-end functions, staff engagement activities in the UK)

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

Project Management Support

• Provide light-touch project management for internal initiatives-helping 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 cross-functional team efforts

Cross-Team Collaboration

• Lean in to support high-priority or time-sensitive 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, can-do attitude and willingness to jump into different tasks and projects as needed.

Desirable

• Experience supporting senior leadership or C-level 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 Swan's DNA is different, it's 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 long-term 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 career-defining 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 whiteswan.org.uk, birthday half day, social events, and a flexible leave policy.
Exciting Clients and Projects - We work with some of the world's most pioneering CPG brands, and operate at the cutting-edge 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 multi-disciplined teams across 3 continents.