OPERATIONS COORDINATOR

Location: London (Hybrid, with regular studio presence)

Salary: £38,000 per year

Contract: Full-time, permanent

Start: As soon as possible

CIRCA is a cultural platform for the 21st century. Founded in 2020, it connects art, publishing and technology with the public to create new rituals for a global audience. Broadcasting daily from London’s Piccadilly Lights and partnering with screens in cities worldwide, CIRCA commissions leading artists to interrupt the rhythm of advertising and open space for urgency, imagination and dialogue. Each commission becomes part of an ongoing publishing programme spanning artist editions, books, films and digital media that circulate between public space, collectors and audiences internationally. Sales of these works fund a circular economy supporting public art, scholarships, grants and the annual CIRCA PRIZE, reinvesting creativity back into the community. CIRCA has worked with leading artists including Ai Weiwei, Yoko Ono and Marina Abramović, and operates from London with a small core team across publishing, cultural production and digital media.

THE ROLE

We are seeking an Operations Manager to support the day-to-day running of CIRCA while coordinating projects, campaigns and organisational systems. Working closely with the Founder, this role sits at the centre of the organisation and acts as the operational anchor of CIRCA, ensuring that projects, partnerships and internal operations run smoothly. The role combines operational oversight with project coordination and requires someone who is organised, adaptable and comfortable working across both creative and administrative environments.

KEY RESPONSIBILITIES

• Business Operations
  • Support the day-to-day operational management of the organisation including:
  • liaising with CIRCA’s accountant and preparing financial documentation
  • organising receipts, invoices and expense records
  • maintaining operational and project budget spreadsheets
  • supporting financial reporting and internal planning
  • coordinating supplier payments and operational costs
  • managing contracts, agreements and compliance documentation
  • monitor project budgets and timelines to ensure projects remain on schedule and within agreed parameters
• Founder & Team Coordination
  • Support organisational coordination across the studio:
  • manage key organisational calendars and scheduling
  • coordinate meetings with artists, partners and collaborators
  • track deadlines and priorities across projects and campaigns
  • support internal communication and planning across the team
  • prepare briefing materials or agendas for meetings where required
  • coordinate project kick-offs, planning meetings and internal updates across the team
• Project Coordination
  • Support the delivery of CIRCA commissions and projects:
  • manage project timelines and deliverables
  • coordinate production schedules and documentation
  • liaise with artists’ studios and collaborators
  • organise project logistics and launch preparation
  • communicate project timelines and status clearly with artists, collaborators and partners to ensure deliverables meet deadlines and expectations
• Screen Programme Coordination
  • Support the technical delivery of artworks to international screens:
  • ensure correct technical specifications are met
  • liaise with screen partners globally
• Campaign Coordination
  • Coordinate campaigns around CIRCA releases:
  • organise social media and newsletter timelines
  • coordinate marketing assets with designers and editors
  • work with external PR and advertising partners
  • manage the distribution of communications including newsletters, LinkedIn updates and campaign announcements
• Partnerships & Presentations
  • Support CIRCA’s partnerships and development work:
  • prepare partnership presentations and decks
  • assist with sponsorship proposals
  • support reporting and documentation for partners
• Operational Systems
  • Help maintain CIRCA’s internal infrastructure:
  • manage digital documentation and drive archives
  • coordinate freelancers and suppliers
  • support internal planning processes
  • research grant opportunities and assist with submissions
• Digital Media & Assets
  • Support the organisation and delivery of media assets including:
  • video and digital files for screen presentations
  • campaign imagery and documentation
  • coordination with editors and designers

ESSENTIAL SKILLS & EXPERIENCE

• experience in project coordination within arts, culture, media or creative industries
• strong organisational and communication skills
• experience preparing presentations and decks
• ability to manage multiple projects and deadlines
• confidence working with digital media and creative teams
• ability to think strategically while executing projects with precision and attention to detail

DESIRABLE

• experience working with artists or cultural institutions
• familiarity with campaign planning or creative production
• interest in contemporary art and public culture

ADDITIONAL INFORMATION

• 25 days annual leave plus bank holidays
• pension contribution in line with UK statutory requirements
• applicants must have the right to work in the UK

CIRCA is proud to be an equal opportunities employer who does not discriminate against any employee or job applicant because of race, colour, religion, national origin, sex, physical or mental disability, or age.