Executive and Operations Associate

Executive and Operations Associate

Role Summary

We're looking for a capable, low-ego generalist to keep our fast-growing philanthropic organization running and to jump on whatever is blocking the team. This is a generalist role in every sense, spanning executive support to our CEO, day-to-day operations and finance, physical operations and events logistics, CRM upkeep, and communications support. It's an entry-level position with real ownership and a clear path to grow into a more senior or specialized role as Ark scales. 

About Ark

We are a philanthropic institution that sits at the intersection of advisory, grantmaking, and incubation. Working across the most important problems of our time, we identify the most promising people, evaluate the most catalytic solutions, and build grantmaking infrastructure to support effective philanthropy at scale.

We are a high-agency, low-ego team united by the ambition to do as much good as possible. We prioritize rigorously, seek truth independently, move quickly, and take ownership—while collaborating with care, acting with integrity, and learning from every bet. We look for exceptional people who combine ambition and sound judgment with humility, warmth, and a sense of humor. Click here for more on our culture.

Over the next two years, we aim to scale our grantmaking to well over $100M per year, and grow our team by 6 to 10x. We believe that the best work happens by a small team of super stars, and we are searching for those people now. If you think you might be the right person to help us solve the problems of our time, please apply for a role.

Key Responsibilities

Executive support (to the CEO)

• Triage and prioritize the CEO's inbox, draft routine replies, and manage scheduling across time zones.

• Plan and book travel, then reconcile the related expenses.

• Prepare for meetings: agendas, briefing notes, and follow-ups.

• Travel with the CEO as required.

Operations, finance & compliance

• Process reimbursements and expense reports, and handle routine finance data entry and bookkeeping support.

• Keep finance and compliance records organized, support recurring compliance tasks as systems formalize, and follow up on operational to-dos.

• Keep the CRM accurate and current (contacts, donors, grantees, interactions) and own data entry and cleanup.

Events & convenings

• Run logistics for meetings and events (venues, vendors, materials, RSVPs, attendee travel), plus day-of support and wrap-up.

Communications & development support

• Execute assigned comms work: schedule and publish social posts, format and send newsletters, and prep pieces for publication.

• Draft and proofread clear copy, and coordinate outside contractors on deadlines.

• Support fundraising operations: production of donor-facing materials, donor follow-up messages, and tracking basic metrics.

Who We're Looking For

Required

• Exceptional organization and attention to detail. You keep many things moving at once and rarely drop the ball.

• A low-ego, get-it-done attitude. You happily jump on whatever is blocking the team, large or small.

• Strong written communication, including comfort drafting on someone else's behalf.

• Discretion with sensitive and confidential information.

• Comfort with ambiguity in a fast-changing, early-stage environment.

• Tool fluency: Google Workspace and spreadsheets, Slack, Asana, AI LLMs and tools, and quick to learn new software.

• Are excited about Ark Philanthropy's mission and its cause areas. You are enthusiastic about working in an organization that navigates difficult tradeoffs between cause areas (especially our work on navigating transformative AI, democracy, animal welfare, and gender equity).

Nice to have

• Experience in an admin, executive assistant, operations, coordination, or start-up role

• Clear, adaptable writing for non-specialist audiences, and familiarity with social, newsletter, or website tools

• Experience with grant management, financial management or have finance degree

• Familiarity with bookkeeping/expense tools or a CRM

• Comfort using AI tools and workflows to lift output

• Willingness to work between London and SF to best meet the needs of Ark.

• Experience with high-impact philanthropy, nonprofits, or social enterprises

• Experience founding or leading initiatives end to end

Compensation and Location

Strong preference for candidates based in, or willing to relocate to, the San Francisco Bay Area; we'll also consider US-remote candidates who can work Pacific-overlap hours. The role involves limited travel between San Francisco and London.

• Bay Area: $75,000 – $90,000

• US remote: $62,500 – $75,000

Benefits

• An unconditional 8% employer 401(k) contribution

• 100% of employee premiums and 50% of dependent premiums for health, dental, and vision

• 30 days of vacation plus public holidays, with separate paid sick leave

• 16 weeks of fully paid parental leave for all new parents

• A $1,000/month budget for therapy, coaching, and professional development

• Employer-paid disability and life insurance, a $1,000 first-year home-office allowance and a co-working membership.

• Bi-annual all-staff retreats

Please apply to this role even if you do not have all of the required experience or responsibilities listed:

At Ark Philanthropy, we are committed to fostering a diverse and inclusive workplace. We acknowledge individuals with marginalized identities—such as women, people of color, and LGBTQ+ individuals—are often less likely to apply for jobs unless they meet all the listed criteria. Please note that we do not expect applicants to support all the listed responsibilities or meet all the qualifications. We encourage you to apply if you meet at least two-thirds of these criteria. We believe that a variety of perspectives enriches our mission and enhances our impact.

We welcome applicants from all backgrounds, including but not limited to race, ethnicity, gender, sex, sexual orientation, age, disability, veteran status, socioeconomic status, religion, and nationality. 

We strive to create an environment where everyone feels valued and supported, ensuring equal opportunities for hiring, advancement, and professional development. Together, we can build a more equitable and inclusive philanthropic community.

Privacy

Ark collects personal information from job applicants — including contact details, employment and education history, and application materials — through our applicant tracking system for the sole purpose of evaluating your application and communicating with you during the hiring process. We do not sell your personal information or use it for advertising. You have the right to request data deletion or correction; to exercise these rights, contact us at ops@arkphilanthropy.org. Unsuccessful applicants' data is retained for up to 24 months and then deleted.

AI Usage

We may use technology-assisted tools, including artificial intelligence and automated systems, to support recruiting and hiring activities. These tools assist our hiring team in reviewing applications, matching qualifications to job requirements, and managing the recruitment process. Final hiring decisions are made by human decision-makers.