We are currently recruiting for an ExCom Administration Coordinator to join the team based in our Glasgow Head Office. This role will provide high-quality administrative and operational support to the CFO and COO, whilst contributing to the effective running of Glasgow HQ office through oversight of facilities, logistics and general administration.
Responsibilities
* Provide comprehensive administrative support to the CFO and COO to include diary management, in close liaison with the Executive Assistant to ensure alignment with CEO and business priorities.
* Work closely with the Executive Assistant to ensure administrative consistency and alignment across the Executive Office.
* Provide administrative cover for the Executive Assistant during periods of absence, ensuring continuity of support for the CEO and ExCom.
* Support the wider ExCom with meeting coordination and administrative cover as required.
* Coordinate travel arrangements, including flights, accommodation, transfers, and itineraries as required.
* Prepare, format, and distribute documents, reports, presentations, and meeting papers as required.
* Attend meetings to take minutes and track actions through to completion.
* Support the organisation of meetings through logistics, hospitality, and documentation preparation.
* Undertake any additional reasonable duties to support the needs of the ExCom.
* Manage day-to-day office and facilities operations at Glasgow HQ, ensuring a safe, efficient, and professional working environment.
* Liaise with building management and external contractors to coordinate maintenance, repairs, and servicing.
* Oversee office supplies, catering, and equipment to ensure availability and functionality.
* Coordinate visitor arrangements, parking allocations, and hospitality for meetings and events.
* Support health and safety compliance within the office, reporting issues or risks promptly.
* Contribute to communication and coordination between departments to support companywide priorities and initiatives.
* Assist in managing communication with internal and external stakeholders, ensuring professional and timely responses.
* Maintain confidentiality and professionalism in handling sensitive information.
Working closely with the Executive Assistant, the postholder plays an important role in maintaining consistent professional standards across the Executive Office and supporting the functioning of ExCom.
Requirements
* Previous experience of working in an administration / coordination role.
* IT literacy with high volume administration experience, including systems/ database administration and minute taking.
* Can work without close supervision, multitask, organise and prioritise workload to meet deadlines.
* The ability to maintain the highest standards of confidentiality in all aspects of work.
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