Office Administrator - Tenon AI Studio, Halo Benefits & The GRW Group
Location: Edinburgh - Full-time
Context of the Role
This role sits at the operational centre of a fast-evolving ecosystem of agentic AI companies working across recruitment, HR, and employee benefits software development. The ventures in this group share a unified mission: to build intelligent, self-learning systems that automate value creation and enhance efficiency across industries.
Current projects include:
* GRW Scout - agentic AI platform for talent management and recruiting url removed
* Halo HR - AI-powered salary sacrifice and employee benefits and compliance platform.
* Tenon AI Studio - development studio building agentic AI applications for external clients
The group continues to expand its portfolio of AI and tokenised ventures across the UK and Europe.
Job Purpose
The Office Administrator is the first full time administration hire into the business. You will be largely responsible for helping set up early and super efficient admin systems and processes. You will help ensure seamless day-to-day operations across the organisation, supporting the smooth running of the Edinburgh office and coordinating processes that keep teams aligned and effective.
You’ll play a central role in maintaining organisational structure, supporting project workflows, managing communication channels, and creating an environment where the group’s ventures can operate with maximum efficiency. This is a highly operational role that requires strong organisational skills, initiative, and the ability to anticipate needs in a fast-moving, entrepreneurial environment.
Key Responsibilities
Office & Administration
* Oversee the daily running of the Edinburgh office, ensuring a productive, well-organised working environment.
* Manage office suppliers, contracts, equipment, and facilities.
* Develop and maintain internal processes, documentation, and operational systems.
* Coordinate company events, team meetings, and offsites.
* Support onboarding and offboarding processes for staff, ensuring smooth administrative setup.
Project & Workflow Coordination
* Help track progress across key initiatives within the group, ensuring deadlines and deliverables are met.
* Liaise across teams to maintain alignment and organise information flow between ventures.
* Prepare project documentation, briefing materials, and standardised reporting templates.
* Conduct light research to support project planning, proposals, or internal documentation.
Communication & Relationship Support
* Maintain clear, professional communication channels across teams and external stakeholders.
* Act as a central coordination point for information, requests, and updates across the organisation.
* Uphold high standards of confidentiality and operational integrity.
Executive & Team Enablement (Operational)
* Support senior leadership with operational tasks related to scheduling, meeting coordination, and preparation of documentation.
* Organise meeting agendas, take minutes, and ensure follow-up actions recorded and completed.
* Assist with logistics for travel, events, or leadership sessions where required.
Qualifications & Experience
* Previous experience in Office Administration, ideally in a professional services office environment/setting.
* Able to work in a fast paced, scale-up / start-up environment with changing priorities and requirements.
* Super positive, can-do / will-do attitude and someone who enjoys multiple tasks and being busy!
* Excellent organisational, time-management, and communication skills.
* Strong attention to detail and a proactive, solutions-focused mindset.
* Comfortable managing multiple priorities and adapting to shifting requirements.
* Highly IT literate, with experience using tools such as Google Workspace, Notion, Slack, and project management platforms.
Personality & Approach
You’ll be structured, adaptable, and confident managing a diverse workload. This environment moves quickly success requires independence, calm problem-solving, and strong interpersonal skills. Experience in a start-up or high-growth environment is an advantage.
Compensation & Benefits
* Competitive salary, commensurate with experience
* Office-based role in Edinburgh city centre
* 33 days annual leave including public holidays
* Company pension
* Laptop and business expenses covered
* Opportunity to grow within a high-impact agentic AI ecosystem
* Full training and support to ensure you succeed
* This role grows as we scale and superb long term career opportunities exist for the right person.
#J-18808-Ljbffr