Operations Coordinator, Private Companies Investment Team

The Private Companies Investment Team backs ambitious, fast-growing companies wherever they are, across any sector or geography. We root our investment strategy in patience, recognising it takes time for these businesses to transform industries and gain an enduring advantage. We are longstanding shareholders in many trailblazing companies. We first invested in Affi, Airbnb, Alibaba, HelloFresh, Spotify, Tempus AI and Wise when they were still private. And we continue to own stakes in them on behalf of our clients, often holding a multiple of the shares we held before they went public.

This is an exciting opportunity to join the Private Companies Investment Team in a pivotal operational role. You will coordinate the day-to-day operations of the team, ensuring activities, information and systems are managed effectively to enable investors to focus on identifying and supporting exceptional private companies. This is a fast-paced role where no two days are the same. Alongside coordinating the team's core operations, you will identify opportunities to improve processes and maintain overall knowledge of management systems.

Responsibilities

• Manage complex diaries and coordinate meetings with portfolio and prospective companies across multiple time zones.
• Coordinate extensive travel arrangements and prepare detailed itineraries for Investor trips, working closely with the travel team.
• Partner with the team's Executive Assistant to ensure the smooth running of the team's day-to-day operations.
• Build effective relationships with the wider Private Companies Operations team to ensure timely communication of investment updates and other relevant news.
• Coordinate the team's core operational activities by maintaining accurate data flows, information and overall knowledge of management systems.
• Administer team software systems, ensuring they are updated to reflect both team activity and relevant news.
• Ensure the team's schedule, research and other information on Baillie Gifford's internal systems is complete, accurate and up to date.
• Identify opportunities to simplify and improve operational processes, increasing efficiency and enhancing team effectiveness.
• Explore emerging AI tools and technologies to automate manual or repetitive tasks.
• Keep up to date with new Notion functionality, identifying features which could benefit the team's workflow, and implementing improvements where appropriate.
• Identify processes that aren't easily scalable, and develop sustainable operational solutions.
• Lead the implementation of operational initiatives that improve team workflows and maximise investor time.

What Success Looks Like

• Seamless team coordination: The Private Companies Investment Team is supported by well-coordinated diaries, meetings, travel and operational activities, enabling investors to focus on identifying and supporting exceptional private companies.
• Trusted operational support: Information, systems and team knowledge are accurate, up to date and well managed, giving the team confidence in the information they rely on every day.
• Proactive problem-solving: Challenges are anticipated and addressed early, ensuring priorities remain on track and the team can respond effectively in a fast-paced environment.
• Continuous improvement: Operational insight is translated into practical improvements that simplify processes, enhance ways of working and make the team more efficient and scalable.
• Technology-enabled ways of working: New technologies and tools, including AI and Notion, are adopted thoughtfully to automate manual tasks and improve collaboration across the team.

Your knowledge and skills

• Experience in an operations, project coordination, executive support or similar role within a fast-paced professional environment.
• Proven ability to manage multiple priorities, coordinate competing demands and exercise sound judgement.
• Demonstrable experience identifying opportunities to improve processes and implementing practical solutions.
• Strong organisational skills with exceptional attention to detail and a focus on delivering high-quality work.
• Excellent written and verbal communication skills, with the ability to build effective relationships across a range of stakeholders.
• Experience of working with external clients or stakeholders would be advantageous.
• Confident using Microsoft Outlook, Word and Excel, with the ability to quickly learn and make effective use of new systems and technologies.
• Curious about emerging technologies, including AI, and enthusiasm for applying them to improve operational efficiency.

We're looking for someone who enjoys making things work. You'll take a proactive approach to your role.