Operations Assistant

Location: Edinburgh
Contract: Full-time (34 hours per week)
Salary: £24,000 – £27,000 (depending on experience)

About Be United

Be United is a Black-led social enterprise based in Edinburgh. We advocate for, nurture and champion Black people working in the performing arts, screen and cultural events sectors in Scotland. We champion equity, creativity, and cultural inclusion through our programmes, events, and partnerships.

We are passionate about building an organisation where everyone feels supported to do their best work, where purpose, collaboration, and care are part of daily life. Working with Be United means joining a small but dynamic team that values innovation, growth, and shared success.

As part of our inclusive employment approach, all Be United contracts are built on fairness and flexibility. We offer clear progression pathways, wellbeing initiatives, and an open culture where every voice matters.

About the Role

We are looking for a highly organised and dependable Operations Assistant to join our growing team. You will play a key role in ensuring our internal operations run smoothly, from scheduling and document management to supplier coordination and reporting.

This role is ideal for someone with strong administrative skills, confidence using Excel and scheduling tools, and a proactive, solution-focused mindset. You’ll thrive here if you enjoy streamlining processes, staying on top of the details, and supporting a mission-driven organisation to achieve its goals.

Key Responsibilities

· Schedule meetings, appointments, and team activities, managing calendars with care and precision

· Process orders, deliveries, and invoices, ensuring timely and accurate record-keeping

· Communicate effectively with suppliers, service providers, and internal teams to confirm logistics and resolve issues

· Maintain internal documents, trackers, and databases (including SharePoint and Excel files)

· Support events and ticketing administration via Eventbrite and related platforms

· Assist with team onboarding, equipment setup, and office or facilities coordination

· Help prepare weekly reports, internal updates, and operational dashboards

· Work in Sage to process invoices or support basic financial administration

· Contribute to process improvements and help implement new administrative tools or systems

· Maintain stock, equipment, and asset management systems

Person Specification

Essential Criteria

· Previous experience in an administrative or operational support role

· Strong organisational skills and excellent attention to detail

· Confidence using Microsoft Office (especially Excel, Outlook, and Teams)

· Excellent written and verbal communication skills

· Ability to manage multiple priorities with a calm, reliable approach

· Proactive, adaptable, and eager to learn

· Team-focused, with a willingness to support colleagues across departments

· Knowledge and understanding of the BPOC communities in Scotland.

· Strong written and verbal communication skills.

· Experience handling administrative and financial processes such as invoices or contracts.

· Analytical and detail-oriented, with confidence using Excel and other reporting tools.

· Strong digital skills, including Microsoft Office, Google Workspace, and other online tools.

Desirable Criteria

· Experience in logistics, creative industries, social enterprise, or accountancy support

· Familiarity with tools like SharePoint, Sage, and Eventbrite

· Knowledge of scheduling, CRM, or document management software

· NVQ or equivalent qualification in Business Administration

· Experience working across teams or coordinating suppliers and contractors

We Offer

· Full training and development support, including access to admin systems and project coordination tools

· A friendly, collaborative, and values-driven culture

· Flexible and hybrid working options (some in-person attendance at events or meetings required)

· 28 days annual leave + bank holidays

· Company pension scheme and staff wellbeing initiatives

· Clear internal progression pathways into senior administrative or operations coordinator roles

· The opportunity to be part of an organisation creating real social impact in Scotland’s creative and business sectors

Length of contract of employment

Subject to the provisions below, this contract will be an open-ended contract. The Company reserves the right at its entire discretion to terminate your employment at any time by giving 4-weeks’ notice in writing. This could occur for funding reasons, operational reasons, or for any other reason that the Company deems appropriate.

How to Apply

To apply, please submit your CV to [email protected] and a short cover letter explaining why this role excites you and how your experience aligns with the responsibilities.

If you have any questions about the application or need this information in an alternative format, please contact us at [email protected].

The deadline for applications is 15 November 2025 at 5pm.

At Be United, we are committed to advocating for, supporting, and championing Black talent across the performing arts, screen, and cultural events sectors. We welcome and strongly encourage applications from Black candidates and people from all diverse backgrounds.

Be United is supported by Creative Scotland through its Multi-Year Funding programme, the City of Edinburg Council, the Regenerative Futures Fund, alongside Esmée Fairbairn Foundation, which also contributes to our work. The Robertson Trust specifically supports our Producing the Future programme, a 10-week training course for young event producers.