Executive Coordinator

Working closely with and supporting the EA team, this entry-level role will provide administrative, organisational and coordination support across the Executive Assistant function. The role is designed to help day-to-day activity run smoothly, while offering the opportunity to build confidence, develop core Executive Assistant skills and learn from experienced colleagues in a supportive team environment.

Key Responsibilities:
Executive Support

• Support diary management by scheduling meetings and appointments, with guidance from the EA team where required
• Assist with the coordination of internal and external meetings, including room bookings, catering, logistics and agenda support
• Prepare and format briefing notes, reports, presentations and correspondence using templates or guidance provided
• Monitor calls and emails where appropriate, helping to flag, escalate or prioritise matters with support from the EA team
• Provide support and leave cover to Workplace team

EA Support

• Assist with wider team or departmental administration as required
• Provide support during EA absences, with clear guidance, appropriate handover and oversight
• Share observations and suggestions to help improve processes and ways of working as experience develops
• Support a smooth-running office environment by helping with day-to-day coordination and follow-up tasks

Communication & Stakeholder Management

• Build positive working relationships with internal teams and external contacts
• Liaise professionally with stakeholders, escalating complex or sensitive matters to the EA team where appropriate
• Draft clear and professional communications, with support, templates and review where needed
• Help maintain clear communication flow by sharing updates, tracking actions and following up as required

Administration & Organisation

• Support travel arrangements, itineraries and expense administration, following agreed processes and guidance

Assist with the organisation of events, meetings and offsites, including attending in person where required
• Maintain accurate records, files and documentation
• Take meeting notes where required and support follow-up on actions
• Provide light project coordination support by tracking actions, deadlines and updates

Confidentiality & Governance

• Handle confidential information carefully and with discretion
• Follow company policies and data protection standards in all administrative activity
• Provide accurate information and administrative support to assist the EA team and wider business stakeholders

What We're Looking For:
Skills & Competencies

• Good organisational and time management skills, with a willingness to learn and develop further
• Clear communication skills and a professional approach
• Good attention to detail and accuracy
• Proactive, adaptable and keen to learn
• Ability to manage a varied workload, prioritise tasks and ask for guidance when needed
• Willingness to learn and build confidence using Google Suite following Navan Migration
• Basic to good MS Office skills, including Outlook, Word, Excel, PowerPoint and Teams
• Awareness of AI tools and willingness to use them responsibly to support administrative tasks, improve efficiency and enhance ways of working

Personal Attributes

• Collaborative team player with a positive attitude
• Eager to learn, develop and take on new responsibilities over time
• Professional, approachable and reliable
• Discreet and trustworthy
• Calm, flexible and willing to support where needed