Operation & Systems Specialist

About SI

The Simon Institute for Longterm Governance (SI) is a Geneva-based nonprofit working at the intersection of frontier AI diplomacy and international governance. We work with policymakers, researchers, and institutions to strengthen the governance of transformative technologies – with a particular focus on AI. Our team of ~10 people operates across Geneva and abroad, combining research, policy engagement, and organizational capacity in a fast-moving field.

We are in a growth phase, expanding our operations and deepening our institutional presence. The decisions being made now – about how AI is governed globally – matter enormously, and SI exists to help make them better.

The role

A small team working on high-stakes questions can only work well if its internal infrastructure is reliable, well-maintained, and continuously improving. The Operations & Systems Specialist exists to make that possible: owning the internal tools, and processes that free the rest of the team to focus on the work that matters most. You will work directly under the Head of Finance & Operations and offer critical support to the whole team.

This is a hands-on, ownership-oriented role. You will be the go-to person for anything related to how SI functions internally: the tools the team relies on, the processes that keep things moving, the onboarding experience for new colleagues, the HR administration that underpins a growing team, and the operational security protocols that protect a sensitive organization.

SI’s team is generally technology-savvy, which creates a real opportunity: the right person will not just maintain what exists, but actively leverage available tools, including AI to simplify, consolidate, and improve how the organization operates, working toward more integrated and efficient systems over time..

What you’ll do

Own and run the operational tool stack and IT infrastructure

• Administer and maintain the tools the team depends on (e.g. Google Workspace, Claude, Asana, Notion, Deel) – ensuring reliable, well-integrated systems that reduce friction and support focused work.
• Be the team’s internal point of contact for IT questions – device management, access, troubleshooting – and for operational security, coordinating with our external opsec consultant. SI handles sensitive information and operates in a context where security is genuinely important, not a formality.
• Manage IT hardware: keep a device inventory, coordinate equipment for new hires, and handle returns when people leave, mobile device management in relation with operation security
• Ensure tools are documented, integrated, and fit for purpose. Actively look for opportunities to consolidate and simplify and deliver recommendations within your first 90 days.
• Use AI tools actively in your own work to reduce manual overhead. Help the team adopt AI and technology tools in their day-to-day work – meeting people where they are, and raising the floor across the organization.

Support organizational workflows

• Keep Slack running well: channel structure, norms, integrations, and automations that support clear and efficient communication across a distributed team.
• Help ensure that decisions and outputs from team processes are documented and communicated – contributing to the organizational clarity that allows people to work with confidence about what has been decided and what hasn’t.
• Provide logistical support for internal and external events during busy periods: coordination, preparation, and follow-up as needed.

Run HR administration and support finance

• Own onboarding for new hires and fellows: from tools to documentation location and requested signatures to ensure a smooth start – ensuring people can contribute effectively from day one rather than spending their first weeks navigating logistics.
• Own offboarding when team members leave: access removal, handover documentation, checklists, knowledge transfer.
• Own and optimize our HR platforms: maintain accurate employee data, manage HR workflows, generate reports for management and our fiduciary.
• Support the development and implementation of internal policies – travel, conflict of interest, data privacy, and others. Over time, take end-to-end ownership of specific policies from design through to implementation and improvements.
• Design and run the annual employee satisfaction survey in cooperation with the governing board: methodology, administration, analysis, and actionable recommendations.
• Track fundraising efforts and successes and provide light finance support to the Head of Finance & Operations on a need basis: tracking operational expenditure, flagging variances, supporting financial reporting preparation.

What we’re looking for

Essential

• Experience in operations, project management, or a similar hands-on coordination role. We are open to a range of experience levels – from candidates with strong early-career foundations to demonstrated experience administering organizational tools – not just using them, but owning them: managing users, maintaining documentation, troubleshooting integrations.
• Genuine curiosity for leveraging technology and AI in operational contexts: actively experimenting, identifying where automation adds value, and finding smarter ways to get things done.
• Pragmatism and common sense: able to assess situations quickly, identify what actually matters, and find workable solutions without overcomplicating things or waiting for perfect information.
• Patient and inclusive approach to technology: able to support colleagues at different levels of digital comfort. Most of the team is tech-savvy, but individuals vary – effective adoption requires attentiveness, not just enthusiasm.
• Strong attention to detail and the ability to manage multiple projects reliably without things falling through the cracks.
• Clear written and verbal communicator who produces documentation people actually read and use and drives operational awareness in the team.
• Works well independently; takes ownership of problems and follows through without being managed.
• Comfortable handling sensitive organizational and personnel information with discretion.
• Fluent in English; French would be a significant advantage in the Geneva context.

Education

We do not require a specific degree. What matters is demonstrated competence in the areas above. Backgrounds in information systems, business administration, organizational management, or related fields tend to develop the relevant skills – but strong practical experience without formal qualifications in these areas is equally valued.

Desirable

• Experience in a growing nonprofit, think tank, or knowledge-based organization.
• Familiarity with tools in our stack (Asana, Notion, Slack, Google Workspace, 1Password, Deel, BambooHR).
• Experience with operational security practices or IT security basics.
• Experience with HR platforms and processes: onboarding, employee data management, policy implementation.
• Interest in AI governance, longtermism, or international policy – not a job requirement, but context that makes the work more meaningful for the right person.

What we offer

• Competitive salary of CHF 104,017 – 137,200 based on experience (Specialist to Senior Specialist level). An equivalent remote compensation package is available for candidates not based in Geneva. We provide a CHF 600 annual contribution toward health insurance.
• Full-time permanent contract under Swiss employment law.
• 7 weeks of annual leave.
• Generous parental leave policy.
• Flexible home office arrangements – we trust people to manage their own time and presence.
• A small, direct team working on questions that genuinely matter, without the bureaucracy of a large institution.
• Real ownership and autonomy from day one – this is not a support function in a large hierarchy.
• A growth path toward Operations Manager as SI scales. We will invest in making that trajectory real.
• Professional development time and support for relevant training and certifications.

How to apply

Our hiring process is designed to be transparent and respectful of your time:

1. Application: Submit your application via this application form by 21 June.
2. Screening call: Selected candidates will be invited to a 15-25 minute call with our hiring partner, Impact Ops.
3. Work test: A take-home assignment of approximately 2 hours. You will be asked to record a short Loom video walking through your solution and explaining how you used AI in the process.
4. Interviews: Attend 2 rounds of interviews with the SI team.
5. Work trial: The final candidates will be invited for a 1-2 day in-person trial in Geneva

Simon Institute will cover reasonable costs for both the work test and the work trial.

For any questions about the role or process, please reach out to hello@impact-ops.org.

Possible evolutions depending on profile

This role is designed to grow with the organization. The most likely trajectory over a 2–3 year horizon is toward an Operations Manager position, as SI scales and operational complexity increases. The exact path will depend on how the organization evolves and on the candidate’s own development – but we are genuinely committed to investing in that trajectory for the right person.

Location and work authorization

This role is open to remote candidates, with a strong preference for those based in Geneva or willing to relocate. When in Geneva, flexible home office arrangements apply. Candidates must have or be able to obtain the right to work in Switzerland. SI employs international staff and has experience navigating permit processes, though we cannot guarantee outcomes for all nationalities. We encourage candidates to be transparent about their situation.