[Hiring] Back Office & Operations Coordinator @Zaz Ventures

Role Description

We are looking for an Operations & Grants Associate to play a key role at the intersection of grant operations, back-office processes, event coordination, and management support. This is a role with wide exposure across our business:

• Help keep our funding processes on track.
• Organise internal operations.
• Support the management team.

The position suits someone who is structured, proactive, and comfortable working across multiple streams of activity. Familiarity with grant administration or EU funding processes is highly valuable.

Qualifications

• 2+ years in operations, EA, project coordination or back-office support — ideally in a consultancy or professional services environment.
• Strong written and spoken English at C1 level or above.
• High-level of attention to detail.
• Proven ability to manage several workstreams at once without losing detail.
• Comfortable with Google Workspace and Slack as daily tools and other productivity tools.
• Experience organising events or managing logistics for a distributed team.
• Self-directed working style with good judgement on when to escalate.

Requirements

• Manage EU funding submission workflows via official portals.
• Coordinate internal submission processes across projects and teams.
• Support clients and internal teams on post-submission evaluations and processes.
• Ensure tools, templates and other internal resources are up-to-date and relevant.
• Coordination across clients and internal teams for key funding steps and interview processes.
• Responsibility for managing communications, processes and follow-ups across all key grant processes.
• Management of CRM, project databases and internal filing systems.
• Support client onboarding and new project setup.
• Identify and support process gaps across the operations span.
• Plan and run internal events, off-sites and client-facing events from start to finish.
• Manage event budgets and post-event reconciliation.
• Organise conference and events attendance for internal teams.
• Support senior management with operational tasks and other coordination needs, helping ensure priorities move forward smoothly across the business.

Nice to Have

• Familiarity with EU funding programmes or grant portals.
• Experience with a CRM tool such as HubSpot.
• Additional European language — Spanish, French or German.
• Background supporting senior leadership in a fast-moving environment.