Purpose of the role

The Operations Associate supports the effective functioning of ESF across its programmes, projects and internal operations. Working directly with senior leadership, the role spans a broad range of responsibilities — from project coordination and administrative management to stakeholder communications and cross-functional support.

This is a generalist position suited to a proactive, detail-oriented professional who is equally comfortable executing on defined tasks and navigating ambiguity. The ideal candidate brings energy, discretion and a strong sense of ownership to everything they take on.

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Key responsibilities

1. Project coordination & execution

• Support and coordinate active initiatives across ESF's programmes and operational functions.
• Track deliverables, follow up on open items, and ensure nothing falls through the cracks.
• Prepare briefing notes, summaries, and status updates for internal and external use.

2. Operations & internal administration

• Manage scheduling, logistics, and coordination across teams and time zones.
• Handle day-to-day administrative processes: vendor follow-ups, document management, onboarding coordination, and compliance tasks.
• Support the setup and maintenance of internal systems, workflows, and templates.

3. Communications & stakeholder support

• Draft and manage correspondence, meeting agendas, and follow-up communications on behalf of the leadership team.
• Liaise with external partners, advisors, and counterparties in a professional and timely manner.
• Prepare materials for board meetings, calls, and presentations as needed.

4. Cross-functional support

• Flex into different workstreams — legal, finance, research, education, or programme operations — depending on priority and need.
• Act as an internal connector: identify dependencies across teams and help resolve them.
• Take on discrete special projects from scoping through to delivery.

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Required profile

• 1–3 years of experience in operations, project coordination, consulting, or a similarly fast-paced environment e.g. technology startups.
• Exceptional organisational skills with a bias for action — you close loops, you don't open them.
• Comfortable operating with ambiguity: able to self-direct, prioritise under pressure, and escalate only when necessary.
• Strong written and verbal communication skills; able to represent ESF credibly with senior external stakeholders.
• Fluent in English (required); Italian, French, or German a plus.
• Based in Lugano, Switzerland or the Milan area; or within easy commuting distance of Lugano (preferred).

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Attributes we're looking for

• A fixer. You find solutions, not excuses.
• Startup DNA. You're energised by building, not maintaining.
• High ownership. If it's on your list, it's done.
• Discreet and professional. You handle sensitive matters with maturity.
• Intellectually curious. ESF operates at the frontier of science, technology and policy — you want to understand the work, not just administer it.

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What you'll get

• Direct exposure to senior leadership, board-level work, and a broad portfolio of programmes at the intersection of science, technology and systemic change.
• A role that evolves quickly with your performance and ambition.
• An international, mission-driven environment working on some of the most consequential challenges of our time.

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