Executive Operations Coordinator:

Executive Operations Coordinator

Location: Derby – Remote role with occasional travel to Derby and West Midlands
Salary: Competitive + benefits
Type: Full-Time, Permanent

The Opportunity
We are recruiting on behalf of a rapidly growing, multi-site organisation seeking an experienced and highly organised Executive Operations Coordinator to provide dedicated support to three members of the Senior Leadership Team.
This is a newly created position designed to enhance executive effectiveness, improve organisational efficiency, and coordinate a range of confidential administrative activities. The role offers significant flexibility and can be performed remotely, with attendance required at monthly board meetings and occasional leadership events.
We are seeking an individual who combines exceptional organisational skills with a modern, technology-driven approach to administration. The successful candidate will be trusted with highly confidential information, board-level communications, diary management and governance-related responsibilities.

Key Responsibilities
Executive Support

• Provide proactive support to three members of the Senior Leadership Team.
• Manage complex and frequently changing diaries.
• Coordinate meetings, appointments and leadership schedules.
• Arrange travel, accommodation and event logistics as required.
• Prepare agendas, presentations and supporting documentation.
• Manage executive inboxes and prioritise correspondence.
• Track actions and ensure timely follow-up on key business initiatives.
• Manage and coordinate Subject Access Request (SAR) processes.
• Liaise with internal stakeholders to obtain required information.
• Track requests and ensure responses are issued within applicable deadlines.
• Maintain records to support compliance and audit requirements.

Administrative Coordination

• Collate information from multiple departments.
• Produce reports, presentations and executive summaries.
• Support confidential business projects and initiatives.
• Maintain and improve administrative processes and systems.
• Ensure information is organised, accurate and easily accessible.

Technology & Systems

• Utilise Microsoft 365 applications including Outlook, Teams, Word, Excel and PowerPoint.
• Leverage AI and digital tools to improve efficiency and workflow management.
• Implement smarter, more effective ways of working.
• Maintain effective document management and tracking systems.

About You
We are looking for someone who thrives in a fast-paced, evolving environment and is comfortable supporting senior stakeholders with differing working styles and expectations.

Essential Experience

• Previous experience in an Executive Assistant, Senior Administrator, Executive Coordinator or similar role.
• Experience supporting senior leaders and managing complex diaries.
• Confident handling highly confidential information.
• Strong organisational and prioritisation skills.
• Excellent written and verbal communication skills.
• Experience coordinating meetings and managing executive correspondence.
• Advanced Microsoft Office skills, particularly Outlook, PowerPoint and Teams.
• Strong attention to detail and ability to work independently.
• Understanding of GDPR and Subject Access Requests would be desirable

• Experience working within a multi-site environment.
• Exposure to AI-enabled productivity tools.
• Experience improving business processes and administrative systems.

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