InstaLILY is a New York-based AI startup working at the cutting-edge of agentic AI. We build autonomous agents at the frontier of enterprise software, machine intelligence, and human-AI collaboration.
Backed by Insight Partners ($25M Series A) and supported by the Google, NVIDIA, and Microsoft ecosystems, we are one of the fastest-growing AI startups in the country. Our team has already driven over $200M in incremental revenue for customers to date. InstaLILY's architecture has been featured in Google DeepMind's case study showcase.
InstaLILY is seeking a thoughtful and highly organized Operations Coordinator to support the day-to-day execution of internal operations, scheduling, and office management. You'll play a key role in keeping our team aligned and our systems running smoothly—ensuring meetings, logistics, and communications happen seamlessly across the company.
This is a high-trust, execution-focused role for someone who thrives in fast-paced environments, communicates with polish, and brings precision to their work. You'll be at the center of company operations, ensuring critical meetings happen, follow-ups are tracked, and our physical workspace reflects the high standards of our team. This is an opportunity to play an integral role in how a high-performing leadership team operates by helping shape priorities, scale systems, and strengthen the internal engine of a category-defining AI company.
What We Offer
- Ownership and Visibility: Take point on operational work that directly support the Chief of Staff, CEO, and COO.
- Dynamic Scope: Touch everything from scheduling and hiring logistics to internal comms, office culture, and external brand presence.
- Fast-Growth Environment: Join a high-caliber team building the next generation of enterprise AI infrastructure.
- Long-Term Growth: Build a strong foundation for future roles in internal operations, program management, brand/community, or team enablement.
Key Responsibilities
External Brand Visibility & Community
- Build InstaLILY's presence in the London AI ecosystem by identifying, evaluating, and attending key AI events, conferences, and meetups - representing the company and reporting back on learnings, contacts, and opportunities
- Plan and host InstaLILY-branded events in London (e.g., founder dinners, happy hours, technical meetups, customer roundtables), owning end-to-end logistics from venue and catering to invites and day-of execution
- Drive collaborations and co-marketing moments with other tech firms, AI labs, VCs, and accelerators _ sourcing partners, scoping joint events, and managing follow-through
- Design and produce InstaLILY merchandise (apparel, swag, event giveaways) that reflects the brand and creates memorable touchpoints with prospects, customers, and the broader community
- Track and report on external brand activities—events attended, partnerships landed, pipeline influenced, and community engagement—so investment scales with impact
Office Management
- Oversee LDN office operations—supplies, guest coordination, vendor communication, and workspace maintenance
- Manage desk setups, onboarding logistics, and in-office team rituals (e.g., team lunches, all-hands setups)
- Keep the physical workspace organized, welcoming, and optimized for productivity
Internal Coordination & Team Enablement
- Support hiring coordination, including interview scheduling, candidate communications, and onboarding flow
- Maintain shared internal calendars and operational documentation
- Help execute team events, leadership offsites, and milestone moments
- Act as a dependable point of contact across teams for internal logistics and ad hoc needs
Salary Range : £36,000–42,000 per year, commensurate with experience
Equity : Generous stock options awards, and refreshers for top performers
To ensure a focused, high-quality hiring experience, we kindly ask candidates to limit their applications to 3 open requisitions at any given time. Applying strategically to roles that best align with your skills and career goals gives you the highest chance of standing out. Have you interviewed with us in the past 12 months? We encourage you to reach out directly to your previous interviewer rather than submitting a new application.
Instalily is committed to providing an inclusive and barrier-free recruitment process. If you require an accommodation, please let us know, and we will work with you to meet your needs.
Skills Required
- Event planning and execution (venue, catering, invites, day-of logistics)
- Office management (supplies, vendor coordination, workspace maintenance)
- Calendar and scheduling management for leadership
- Hiring coordination and candidate communications
- Onboarding logistics and desk setups
- Strong written and verbal communication with polished presentation
- Ability to represent the company at external AI events and build local partnerships
- Program tracking and reporting on events, partnerships, and community engagement
- Experience producing branded merchandise and swag
- High attention to detail and ability to operate in a fast-paced startup environment
What We Do
InstaLILY builds AI teammates for the physical-goods economy: industrial distribution, healthcare, supply chain, manufacturing, and automotive. Our model is simple: one company brain, many teammates. We build company-specific AI-powered brains called InstaBrains. Built on small, specialized language models (SLMs), they codify the customer's knowledge and decisions, like their parts, jobs, and pricing. On top of it, InstaWorkers act as AI teammates inside the tools customers already use, completing the sales, service, and operations work that drives the business.
Why Work With Us
Backed by Insight Partners ($25M Series A) and supported by the Google, NVIDIA, and Microsoft ecosystems, we are one of the fastest-growing AI startups in the country. Our team has already driven over $200M in incremental revenue for customers to date. InstaLILY's architecture has been featured in Google DeepMind's case study showcase.
