We are seeking a highly skilled and proactive Executive Assistant & Operations Coordinator to provide comprehensive executive support and oversee day-to-day operational and administrative activities for a global, multi-award-winning B2B management consultancy firm specialising in cyber security, IT governance, privacy, compliance, and risk management. As the right-hand support for the CEO, this role is central to ensuring that operational processes are streamlined, communications are efficient, and business goals are achieved seamlessly.

The ideal candidate will have a background in executive support, operations coordination, project management, and financial administration, with a particular focus on delivering excellence within fast-paced, high-stakes environments. A strategic mindset and the ability to manage complex, often high-visibility, projects will be key to your success.

Key Responsibilities:

Executive Support:

• Email & Communication Management: Efficiently monitor and manage multiple executive mailboxes, prioritise urgent communications, and ensure timely follow-up or escalation of critical messages. Maintain clear and effective communication between the CEO and both internal teams and external stakeholders.


• Calendar & Meeting Coordination: Proactively manage the CEO's calendar, ensuring meetings are optimally scheduled with relevant stakeholders. Provide logistical support by confirming Teams/Zoom links, preparing meeting agendas, and ensuring all materials are prepped for key business discussions.


• Document & Content Management: Ensure the effective organisation, preparation, and formatting of internal and external documentation, including presentations, reports, and client-facing materials. Assist with drafting and editing strategic documents as needed.


• Task Management in Asana: Oversee and track the CEO’s project tasks in Asana, ensuring all actions are assigned, followed up on, and completed on time. Flag critical deliverables requiring executive attention.

Operational Coordination:

• Financial Administration:
  
  
  • Oversee monthly financial processes, including invoice submission, bank reconciliations, overdue invoice follow-ups, and basic financial reporting.
  
  
  • Maintain accurate and up-to-date financial spreadsheets such as Finance Summary, Cash Flow Forecast, and Smart Income Tracker.
  
  
  • Facilitate payments by preparing and approving bills for CEO sign-off.
  
  
  
  


• Procurement & Administrative Support: Coordinate internal procurement activities, maintain and update procurement spreadsheets, and manage any administrative processes needed for company operations.


• Process Optimisation & Tool Integration: Lead initiatives to streamline workflows, such as researching and proposing new business tools (e.g., GoCardless for payment integration, expense management tools). Support the integration of tools like HubSpot, Asana, Teams, and Xero to create seamless operational processes.

Strategic & Project Support:

• Project Tracking & Coordination: Support the execution of strategic projects related to business growth, client service, and operational efficiency. Maintain project timelines, track milestones, and ensure deliverables are met.


• Client Engagement Support: Manage client inquiries, track prospective leads through HubSpot, and ensure that any action required by the CEO or team is promptly addressed.


• Training & Development Oversight: Coordinate internal training initiatives, ensuring that employees are aligned with the company’s strategic goals and compliant with industry regulations. Monitor training completion and encourage professional development.


• Webinars & External Engagement: Plan and coordinate internal and external webinars, ensuring content is relevant and effectively communicated. Collaborate with teams to execute high-quality presentations and knowledge-sharing initiatives.

Event & Meeting Coordination:

• Quarterly All Hands & Town Hall Meetings: Lead the logistics, planning, and execution of quarterly All Hands meetings, ensuring smooth communication of company updates and performance metrics to all staff.


• VAT & Year-End Financial Preparation: Work closely with accountants to ensure all necessary documentation and processes are in place for VAT submissions and year-end financial reporting.

Ad-Hoc Projects & Continuous Improvement:

• Proposals & Contracts: Assist with preparing, tracking, and managing client proposals, contracts, and project deliverables in collaboration with the legal and commercial teams.


• Website & E-Learning Initiatives: Work with the digital team to implement website and e-learning updates, ensuring content is current and aligned with industry standards.


• Process Automation & Innovation: Identify opportunities for process automation (e.g., HubSpot integration), conduct research on new tools to improve operational efficiency, and collaborate with relevant teams to test and implement innovative solutions.