Business Support Coordinator

The Business Support Coordinator provides organised, responsive and confidential support to the Chief Executive Officer, Chief People Officer and wider Senior Leadership Team, while also coordinating day-to-day office and business administration. The role keeps meetings, actions, information and practical arrangements moving so senior leaders and teams can operate effectively.

This is a hands-on coordination role supporting several senior stakeholders and the wider office, rather than a traditional one-to-one Executive Assistant position. The postholder will manage competing priorities, anticipate practical needs and follow agreed actions through to completion.

• Provide day-to-day administrative and coordination support to the CEO, CPO and members of the SLT, based on agreed priorities.
• Coordinate complex diaries, appointments and meeting schedules, resolving clashes and ensuring leaders have the information and preparation time they need.
• Arrange internal and external meetings, including rooms, virtual links, attendees, refreshments and supporting documents.
• Prepare and format agendas, meeting packs, presentations, reports, correspondence and other documents to a consistently high standard.
• Attend selected leadership and business meetings to take clear minutes, record decisions and maintain action logs.
• Track actions and deadlines arising from meetings, follow up with owners and escape delays or risks when required.
• Monitor and triage requests, correspondence and enquiries, redirecting them appropriately and highlighting urgent matters.
• Arrange UK and international travel, accommodation and itineraries when required, taking account of cost, timing and business needs.
• Prepare and process expenses, purchase requests, invoices and related records in line with Company procedures.

• Maintain accurate trackers for leadership actions, priorities, projects, approvals and recurring deadlines.
• Gather updates from departments and consolidate information into clear summaries, reports or presentation materials.
• Coordinate cross-functional activities and small projects, ensuring responsibilities, dependencies and deadlines are understood.
• Support the preparation of leadership forums, business reviews, People Boards, management meetings and Company-wide communications.
• Maintain orderly electronic records, shared folders, contact lists and templates so current information can be located quickly.
• Identify gaps, conflicting information or overdue actions and work with the relevant owner to resolve them.
• Provide flexible administrative support during peak periods and contribute to wider business initiatives as required.

• Act as a helpful central contact for routine office and business support queries, resolving matters directly or referring them to the appropriate team.
• Coordinate visitors, meeting spaces, access arrangements, refreshments and the practical requirements for on-site meetings.
• Support the ordering and control of stationery, office supplies and other agreed items, maintaining appropriate records and approvals.
• Liaise with Facilities, IT, Security, Finance, People and Culture and other teams to help resolve office issues and support new starters, leavers and internal moves.
• Assist with Company events, leadership sessions, town halls and employee activities, including invitations, logistics and materials.
• Coordinate post, couriers, document signatures and other routine office administration where required.
• Suggest practical improvements to administrative processes, templates and ways of working.

• Handle commercially sensitive, personal and confidential information with sound judgement and discretion.
• Maintain accurate records of decisions, actions and approvals where required, following agreed document control arrangements.
• Comply with data protection, information security, health and safety and all relevant Company policies and procedures.
• Support a professional and consistent approach to internal and external communication on behalf of senior leaders.

• Experience in a business support, office coordination, administration, team assistant or similar role within a busy organisation.
• Experience supporting senior leaders and managing requests from several stakeholders at the same time.
• Strong experience of coordinating diaries, meetings, documents,…