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Business Operations Coordinator

2 months ago

London, Greater London, United Kingdom Tate Recruitment Full time
About the Role

We are seeking an experienced Business Operations Coordinator to join our team at Tate Recruitment. As a key member of our support staff, you will provide administrative assistance to our Senior Management Team and commercial teams, ensuring the smooth operation of our business.

Key Responsibilities
  • Support to Senior Management Team:
    • Manage and coordinate diaries and inboxes for senior team members
    • Organize team meetings and room bookings
    • Arrange meetings with stakeholders and government officials
    • Assist with monthly meetings and associated trainings/workshops, including taking minutes and logging actions
    • Support senior team members to ensure they are prepared for meetings
    • Advise senior team members of impending deadlines or other priorities/conflicts
  • Commercial Delivery Team Support:
    • Manage the monthly all-team meeting, including room bookings and facilities
    • Maintain the forward look/agenda and contribute ideas for improvements
    • Prepare meeting packs/presentations and ensure documents are shared in advance
    • Attend meetings to ensure they run on time, taking minutes and actions
    • Coordinate site visits with renewable energy generators
    • Arrange travel and accommodation for site visits, conferences, and events
    • Organize annual generator engagement calls and support annual surveys
  • Company Secretarial Support:
    • Take detailed minutes of board and committee meetings, working from transcripts
    • Meet deadlines for producing draft minutes and actions while managing day-to-day workload
    • Prioritize time-critical matters
  • Support to Executive Assistant:
    • Provide support to the Executive Assistant, who looks after the Senior Leadership Team and the Board, and cover for the EA when they are away from the office
Requirements
  • At least 2 years' experience in supporting and coordinating multiple teams, including diary management
  • At least 2 years' experience of taking detailed minutes of senior meetings
  • A proven track record of providing support and building strong working relationships internally and externally, at all levels
  • Ability to manage competing priorities in a calm and efficient manner
  • Ability to work independently
  • Excellent IT skills, including Office 365 (Excel, Word, PowerPoint)