Executive Operations Coordinator
Role Overview
We are seeking a highly organised and proactive Executive Operations Coordinator to provide executive and operational support to senior leadership. This role plays a key part in ensuring the smooth day-to-day running of business operations through effective calendar management, administrative coordination, and cross-functional collaboration. The successful candidate will help maintain organisational efficiency while supporting leadership in a fast-paced, dynamic environment.
Key Responsibilities
- Manage complex executive calendars, scheduling, travel arrangements, and changing priorities.
- Coordinate internal and external meetings, including agenda preparation, logistics, presentation materials, meeting notes, and follow-up actions.
- Review and coordinate invoice processing and approvals, organise vendor and professional service invoices, and maintain accurate documentation.
- Review and coordinate internal operational requests, ensuring required information is complete before routing for approval.
- Prepare reports, presentations, dashboards, and other business documents to support operational activities and leadership decision-making.
- Maintain and organise shared resources, templates, organisational documentation, and frequently referenced materials.
- Coordinate with cross-functional stakeholders to monitor action items, project updates, and key deliverables.
- Support the planning and logistics of team meetings, workshops, offsite events, and departmental initiatives.
- Identify opportunities to streamline administrative processes and improve operational efficiency.
- Handle sensitive and confidential information with professionalism, discretion, and sound judgement.
Requirements
- Minimum 3 years of experience in an Executive Assistant, Executive Coordinator, Business Operations Support, Office Management, or similar role.
- Strong organisational and time management skills with the ability to manage multiple priorities simultaneously.
- Excellent communication and stakeholder management skills.
- Proficiency with Microsoft Office, Google Workspace, and modern workplace collaboration platforms.
- Strong attention to detail with a proactive and solution-oriented mindset.
- Ability to work effectively in a fast-paced, dynamic environment while maintaining high accuracy and professionalism.
Profile
- Highly organised, dependable, and detail-oriented.
- Proactive, resourceful, and able to anticipate business needs.
- Comfortable working independently while collaborating with multiple internal stakeholders.
- Adaptable and composed when managing changing priorities.
- Passionate about improving processes, creating structure, and enabling teams to operate efficiently.
