We’re looking for a highly organised, proactive coordinator to manage our directors’ diaries, arrange client meetings and help keep the business running smoothly. You’ll be a welcoming first point of contact for visitors, take a hands-on approach to keeping the office running efficiently and support different departments when needed. The role would suit someone who enjoys a fast-paced environment, thinks ahead and takes pride in making things happen. Diary management and PA support • Manage multiple directors’ diaries, prioritise commitments and resolve scheduling clashes. • Arrange internal and external meetings, including rooms, video calls and hospitality. • Coordinate domestic and international travel, including flights, hotels, transfers, visas and itineraries. • Send timely reminders and confirmations so directors are prepared for each day. Business development coordination • Arrange meetings with prospective clients and existing clients from initial outreach through to confirmation. • Coordinate directors’ attendance at networking events, conferences and industry functions. • Complete client prequalification documents, gathering information from the relevant teams and ensuring submissions are accurate and on time. • Prepare concise meeting briefings covering company background, attendees and previous contact. • Keep the CRM and BD meeting tracker up to date with contacts, meetings and follow-up dates. • Prompt directors on agreed next steps and provide a weekly overview of upcoming and completed meetings. • Arrange client entertainment and hospitality. Office and administrative support • Welcome clients and visitors as a professional first point of contact. • Take a hands-on approach to keeping the office organised and running efficiently. • Check that office IT systems and equipment are working properly, and coordinate with IT support to resolve issues. • Maintain accurate filing systems and records. • Support colleagues across departments with administrative and finance tasks when needed.

Skills and experience Essential • At least two years’ experience as a PA, executive assistant or administrator in a coordination role. • Experience managing diaries for senior executives, ideally several at once. • Excellent written and verbal communication skills. • Strong organisational skills and the ability to manage changing priorities. • Confidence using Outlook, Calendars and Microsoft Office. • A professional, discreet approach and close attention to detail. Desirable • Experience supporting business development or office operations. • Familiarity with a CRM system such as HubSpot, Salesforce or Zoho. • Experience in project management, construction or consultancy. Personal attributes • Proactive and able to anticipate what needs doing. • Calm under pressure and adaptable when plans change at short notice. • Confident communicating with directors, clients and senior contacts. • Reliable, trustworthy and willing to help wherever needed.