Business Operations Coordinator

Your day to day: Business Operations Coordinator

• Use AI tools thoughtfully to solve problems, summarise information, support drafting and improve the speed or quality of day-to-day work
• Identify repetitive tasks or manual processes that could be automated, simplified or improved, helping save time and reduce unnecessary admin
• Proactively suggest practical improvements to current ways of working, making information easier to find and helping teams operate more efficient
• Prepare clear, accurate decks, agendas and meeting materials for Leadership/ExCo and Board meetings, ensuring they are ready within agreed timelines
• Track actions and follow-ups from board meetings, offsites and all-hands sessions, helping owners stay clear on deadlines and next steps
• Support the CEO and senior leadership with ad hoc business projects, research and follow-up actions, delivering work that is accurate, useful and easy to act on

• Keep the office running smoothly day to day, ensuring supplies, post, shared spaces and general office standards are managed proactively
• Provide a welcoming and organised experience for internal and external visitors
• Support company events, meetings and office activities so they are well organised, on time and delivered to a high standard
• Work closely with IT support and office suppliers to resolve issues quickly and reduce repeat problems where possible
• Act as a key day-to-day contact with building management and facilities teams, ensuring office issues, maintenance requests and building updates are communicated clearly and followed through to resolution
• Support health and safety processes by helping maintain office checks, records and communications, ensuring actions are completed and the workplace remains safe and compliant

• Support the CEO with diary management, appointment setting, travel arrangements and correspondence, helping them stay organised and focused on priorities
• Provide ad hoc administrative support to ExCo members as capacity allows, ensuring requests are handled accurately, confidentially and within agreed timings
• Coordinate ExCo meetings, offsites and board meetings, including minutes, meeting rooms, IT set-up and catering, ensuring logistics run smoothly and actions are captured clearly

Do you have what it takes?

• Confident using Microsoft Office, including Word, Excel, PowerPoint and Outlook, with a keen interest in using AI and digital tools to work smarter, improve accuracy and save time
• Curious and responsible in how they use AI tools such as Claude, Copilot and Abundly, applying them to support problem-solving, summarise information, generate ideas and identify opportunities to improve or automate processes
• A proactive problem-solver who looks for ways to simplify processes, reduce manual effort and improve how things get done
• A clear and confident communicator, comfortable dealing with colleagues, visitors, suppliers, building management and senior stakeholders
• Highly organised and detail-focused, with the ability to keep actions, meetings, deadlines and office priorities on track
• Personable, flexible and calm under pressure, with the ability to juggle multiple tasks and priorities at once
• Able to handle confidential and sensitive information with discretion and good judgement
• Comfortable supporting office operations, facilities follow-up and basic health and safety processes, with a willingness to learn
• Any prior office, admin, PA/EA or business support experience, including internships or placements, is a plus, but not essential