Operations Coordinator - Full Time (Hybrid) in City of London

Share an example of managing budgets or financial reporting. Please send both documents as a single PDF with the subject line “Systems & Operations Associate Application – Nucleate UK” to federico.

In a world where talent can move anywhere, the UK must create the best environment for scientists and founders to build transformative companies. As an Activation Partner with ARIA, Nucleate is committed to creating and supporting a community of scientists, engineers, and entrepreneurs working at the cutting edge of science. You’re financially literate and comfortable owning a budget, preparing reports for funders, and ensuring compliance. You’re also systems-minded: you enjoy building the tools and processes that make delivery more reliable and scalable. Above all, you care deeply about mission-driven work and take pride in creating the structures that enable a community of scientists and founders to do their best work.

As Systems & Operations Associate, you will lead the delivery of Nucleate UK’s projects funded by the ARIA partnership and build the operational backbone that makes them run. This role spans end-to-end oversight of different projects, financial operations, and development of the platforms and tools that support team coordination and impact reporting. You will collaborate closely with the Director of ARIA Partnership, the Global Director of Operations, and the Nucleate volunteer and FTE base to ensure programme excellence, financial accountability, and operational scalability.

• Own the end-to-end delivery of select ARIA-funded projects, coordinating scheduling, communications, and logistics across all workstreams.
• Key projects include:
• Lighthouse: Our proprietary biotech talent database built to identify and connect researchers, institutions, and translational actors aligned with ARIA's opportunity spaces.
• Catalyse: our biotech 101 educational programme delivered online across the UK.
• Engage directly with ARIA to ensure the correct deployment and optimisation of these projects with ARIA and the wider biotech ecosystem.
• Lead budgeting, forecasting, and financial reporting to support informed decision-making and compliance for the UK in accordance with the ARIA partnership.
• Manage vendor contracts, expense processing, and payroll for the UK team, ensuring alignment with grant requirements and Nucleate’s internal policies.
• Collaborate with the Global Finance team to maintain accurate financial records and ensure timely delivery of reporting materials.
• Develop the national operational budget in coordination with UK National Directors and the Global Director of Operations.
• Prepare financial documentation for grant milestones, audits, and internal performance reviews.
• Create and implement tools that streamline onboarding, training, and volunteer engagement, ensuring a consistent and high-quality experience for all programme participants.
• Oversee and manage internal databases, ensuring data integrity and accessibility for reporting and decision-making.
• In collaboration with the Director of Community and the volunteer team, build and maintain digital infrastructure for marketing, communication, and engagement (e.g. newsletters, social media, CRMs).

Your financial stewardship will have ensured accountability to ARIA and compliance across all grant milestones. The operational platforms and data systems you built will have given the team the clarity and tools needed to track, report, and amplify their impact.

Proven experience in project management, ideally delivering multi-stakeholder programmes in a startup, nonprofit, or academic environment.

Experience managing budgets, financial reporting, or grant compliance processes; comfort with financial accountability to external funders is a strong plus.

Proficiency with digital tools and platforms (e.g. Notion, Airtable, CRMs, Luma, GSuite, Microsoft Office).

Experience supporting events, community initiatives, or fellowship programmes is a bonus but not required.

Benefits: Life Insurance, Medical/Dental/Vision Insurance, Mental Health and Wellbeing support.

Location: Hybrid with weekly attendance to London offices.

Employment Type: Full-time.

We take calculated risks. We say what we’ll do, and we do what we say: we work hard to help our people succeed. We are fortunate for our community support, and we put in effort to keep it.

Diversity: At Nucleate, we celebrate diversity and strive to create an inclusive environment for all team members.