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Executive Support Coordinator

2 months ago

Birmingham, Birmingham, United Kingdom International Automotive Components Full time

We are pleased to present an exciting opportunity to become a vital part of our dynamic and forward-thinking organization:

Team Coordinator
International Automotive Components

Key Responsibilities:


• In the role of Team Coordinator, you will be entrusted with managing the schedules of senior executives, ensuring that essential business activities are prioritized effectively. You will collaborate closely with their leadership teams, oversee documentation preparation, and ensure timely follow-up on assigned tasks.


• Your daily responsibilities will encompass diary management, organizing meetings, and handling various office administrative tasks.


• You will liaise with colleagues and external partners to arrange travel and accommodations, manage expense reports, and maintain the team's gifts and entertainment register, along with holiday trackers for efficient team oversight.


• Additionally, you will provide support to the Transformation Director in coordinating critical transformation initiatives.


• Conducting online research and reaching out to external organizations to gather project-related information will also be part of your duties.


• You will prepare for and attend meetings, taking minutes and distributing notes accordingly.


• Organizing documentation and ensuring quality and timely contributions from cross-functional teams will be essential.


• Your role will involve researching, compiling, and preparing reports, presentations, and correspondence, as well as managing databases and filing systems.


• You will handle correspondence, manage diaries, and organize meetings and appointments, often controlling access to executive schedules.


• Organizing events and conferences will also be part of your responsibilities.


• You will assist in collating data for various tasks and deadlines.


• Implementing and maintaining administrative procedures and systems will be crucial.


• Utilizing financial awareness to evaluate reports and data for recommendations and executive summaries, as well as managing expense filings, will be expected.


• You will undertake miscellaneous tasks to support your manager and conduct research as needed.

Preferred Qualifications:


• Previous experience in a personal assistant, organizational, or administrative capacity is preferred.


• Strong analytical and problem-solving skills are essential.


• Proven ability to thrive in a fast-paced and evolving environment.


• Capability to work under pressure to complete tasks efficiently.


• Ability to prioritize urgent and significant workstreams and tasks effectively.


• Above-average written and verbal communication skills are required.

• Proficiency in IT, particularly with Microsoft Office applications, is necessary.

• Familiarity with finance processes, venue booking, and system usage is advantageous.

• Maintaining confidentiality when handling sensitive information is crucial.

• Exceptional organizational skills and stakeholder management capabilities are essential.

• Attention to detail with strong organizational and time management skills is important.

• High levels of self-management and accuracy throughout all projects are expected.

• Adaptability to changing business requirements without constant direction is essential.

• Ability to prioritize workload and support organizational change is important.

• Strong business acumen is required.

• A driven, self-starter mentality with the ability to work independently and manage a diverse range of daily activities is essential.