Kairos.vip
Program Coordinator
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The role
We are looking for a Programme Coordinator to help make Kairos run well, every day.
You will work directly with the founder and become one of the earliest operational hires in the company.
This is not a standard coordination role. You will think ahead, spot what needs doing and take ownership of getting it done. You will be trusted with real responsibility, from client communication to expedition logistics, and expected to use sound judgement rather than waiting to be told what to do.
What you will be working on
Your work will vary week to week, but will often include:
- Keeping client projects moving - writing clear, professional update emails, tracking actions, and making sure people know what is happening and when.
- Supporting leadership programmes and expeditions - coordinating dates, managing participant information, liaising with venues and local partners, checking logistics, and making sure the details are right so clients can focus on the work, not the admin.
- Research and recommendations - comparing venues, routes, suppliers and travel options, then making sensible recommendations rather than simply forwarding links.
- Operational ownership - managing bookings for accommodation and flights, arranging outdoor activities, organising equipment and documentation, and spotting risks before they become problems.
- Building and improving systems - using tools like Google Docs, Sheets, Forms and Drive to keep information organised, refine processes and quietly remove friction for the team and our clients.
- Working closely with the founder - taking ownership of projects from beginning to end, creating presentations, preparing materials for client meetings, and acting as a calm, reliable partner who helps the work land well.
The purpose across all of this is simple: to help us deliver thoughtful, high-quality leadership work without drama, last-minute scrambles or loose ends.
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How we work
We work with senior leaders who are used to high standards. That means our internal bar is also high: clear writing, clean documents, accurate logistics and thoughtful decisions.
The work can be fast, sometimes last-minute, and occasionally involves complex moving parts across time zones and environments. You will often be given an outcome, not a checklist, and trusted to work out the steps.
You will not be micromanaged. You will not have everything fully mapped out. You will be expected to use your initiative, ask good questions and keep us informed.
Behaviours we care about
We care far more about how you think and behave than the list of software you know.
If most of these feel natural to you, you will probably enjoy the role:
- You notice what needs doing without being asked.
- You think a step ahead and prepare before things become urgent.
- You take ownership of problems and see them through.
- You make sensible decisions with the information you have.
- You write exceptionally well: clear, concise, professional emails and documents.
- You are organised without needing reminders.
- You stay calm and level-headed under pressure.
- You are comfortable with ambiguity and changing plans.
- You are naturally curious and like understanding how things work.
- You are resourceful and enjoy figuring things out independently.
- You improve systems rather than just following them.
- You take pride in producing excellent work, not "that will do".
- You represent the company well in every interaction.
- You enjoy responsibility and act like an owner rather than an employee.
Software can be learned. Judgement, care and initiative are harder to teach. That is what we are looking for.
A genuine interest in events, outdoor environments and expedition-style logistics is a real advantage. You do not need to be a mountaineer, but you should be the kind of person who finds this world interesting and is drawn to it rather than indifferent to it.
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Who this is not for
You will likely be unhappy in this role if you:
- Need very detailed instructions for every task.
- Prefer repetitive, predictable administration.
- Want a highly structured environment with rigid processes.
- Wait to be told what to do instead of looking for what is needed.
- Escalate every small decision instead of using your own judgement.
- Are satisfied with work that is merely acceptable.
- See your role as completing tasks rather than achieving outcomes.
There is nothing wrong with any of these preferences, but they do not fit how we work.
Practical details
- Employment type: Zero-hours contract
- Workplace: Remote
- Pay: GBP 20 per hour
- Location: Remote, UK-based preferred
The role is expected to grow significantly for the right person as Kairos grows. As we take on more work, there will be scope to increase hours, responsibility and involvement in shaping how the company operates.
How to apply
Please apply with your CV and a short covering note (no more than 200 words) on why this role feels like the right fit for you.
We will also ask you one written question as part of the application: describe a recent situation where you noticed something important that nobody had asked you to look at, took ownership of it, and saw it through to a good outcome. What was the context, what did you do, and what changed as a result?
We are more interested in how you think and what you have owned than in a perfect list of previous job titles. We will review applications carefully and respond to those who look like a strong fit for an initial conversation.
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