Executive Operations Coordinator
About This Opportunity
Executive Operations professional needed at Xi Engineering Consultants, a professional consulting firm in Edinburgh, Scotland. As our Executive Operations Coordinator, you'll assist the senior management team across, compliance, and operational infrastructure - managing documentation systems, social media management, and the digital backbone that enables our engineering teams to deliver consistently.
This Executive Operations role bridges process compliance with day-to-day business administration, requiring strong organisational discipline, attention to detail and pro-active communications. This role would be ideal for an Operations Assistant looking to make a step-up; Xi Engineering fully commits to career development and upward growth.
About Xi Engineering Consultants
Xi Engineering Consultants is a professional services firm specialising in applied engineering solutions. Our mission is to deliver high-impact technical services while maintaining world-class standards of compliance, consistency, and operational excellence.
The Executive Operations Coordinator Role
What You'll Do
As Executive Operations Coordinator at Xi, you'll support the day-to-day business operations and office management functions that keep our organisation running smoothly, compliantly, and effectively for senior leadership. You'll adhere our quality management system, maintain our digital business administration infrastructure across SharePoint and internal systems, and ensure that senior leadership complies with policies, procedures, and quality/governance documentation in the day-to-day.
Your role straddles operations coordination and executive support. You'll ensure quality compliance at a task level, supporting internal and external audits, maintain governance records, and act as a key contributor to operational excellence.
Key areas of responsibility
Quality Management System & Documentation support
* Support day-to-day task-level operations of our Quality Management System, including document control, policy compliance, and record-keeping
* Assist with internal operations audits, support external audits, and track compliance actions to completion
Information Systems & Business Administration
* Support day-to-day upkeep, organisation, and business administration of SharePoint, intranet, and internal information systems
* Coordinate office administration and operations documentation with the support of leadership
* Ensure controlled documents, records, and templates are stored correctly, remain current, and are accessible to leadership
* Act as operational custodian of information hygiene, and structure for senior management
* Support senior management in implementing improvements to how information is organised as the company grows
Operational Stakeholder Collaboration
* Report to the senior management on summarising key communications, actions and improvement needs
* Support senior management in the ongoing adoption of agreed business administration processes and documentation
What We're Looking For
Hard Skills & Experience
You'll have:
* Hands-on experience in support and administration and support of multiple schedules and workstreams
* Effective understanding of document and office management practices
* Capability to manage multiple tasks simultaneously without losing attention to detail
Soft Skills & Behavioural Qualities
You must be:
* Methodical and detail-oriented with a track record of high reliability and follow-through
* Proactive and confident taking initiative within clear boundaries - able to coordinate office management tasks
* Comfortable coordinating business operations processes consistently
* A clear communicator able to work effectively with senior management, and technical teams
What We Offer
* Ability to impact: Influence how our business operations function and how we maintain compliance at scale
* Clear goals: task-level operations, governance, and organisational systems
* Cross-functional influence: Work directly with senior leadership across business administration, engineering, and commercial functions
Job Types: Full-time, Permanent
Pay: £24,420.00-£34,992.62 per year
Work Location: Hybrid remote in Edinburgh EH6 6EW