Executive Assistant

Job Description

Executive Assistant & Business Operations Coordinator

Location

Burton upon Trent, Staffordshire

Reporting To

Chief Operating Officer

Role Purpose

To provide proactive, high-quality executive support to the senior leadership team while coordinating key business operations and people administration activities.

The role will act as a central point of coordination across the organisation, creating capacity for senior leaders, ensuring effective follow-through of priorities and supporting the business to operate efficiently, professionally and in a structured way.

The role will also contribute to continuous improvement by identifying opportunities to improve systems, processes and ways of working, including the effective use of AI and digital technologies.

Key Responsibilities

1. Executive Support

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• Provide proactive executive support to the CEO, COO and Operations Director.
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• Manage complex diaries, priorities and meeting schedules.
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• Coordinate UK and international travel and associated logistics.
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• Prepare high-quality presentations, reports, briefing materials and other documentation.
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• Support leadership meetings, strategic planning sessions and EOS activities.
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• Coordinate follow-up actions and monitor completion of agreed commitments.
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• Anticipate the needs of senior leaders and ensure they remain focused on strategic priorities.
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• Act as a trusted and professional point of coordination for senior leadership activity.
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2. Business Operations

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• Coordinate company-wide events, leadership away days and employee engagement initiatives.
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• Support internal communications and company meetings.
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• Manage office administration and associated suppliers.
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• Coordinate workwear, stationery, merchandise and other business requirements.
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• Monitor employee expense submissions against company policy.
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• Coordinate relationships with external providers, including wellbeing service providers.
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• Support marketing and employer branding initiatives where appropriate.
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• Identify opportunities to improve the efficiency and effectiveness of business administration.
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3. People Operations

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• Administer and continually improve the Breathe HR system.
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• Maintain accurate employee records and documentation.
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• Coordinate recruitment activity and onboarding processes.
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• Administer employee benefits.
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• Maintain compliance and mandatory training records.
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• Support performance review and other people processes.
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• Prepare accurate employee information to support the monthly payroll process.
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• Ensure HR records remain accurate, secure and audit-ready.
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• Support the effective administration of the employee lifecycle.
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4. Governance and Continuous Improvement

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• Support GDPR compliance and document retention requirements.
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• Promote effective record management across the business.
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• Identify opportunities to improve administrative processes and systems.
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• Leverage AI and digital technologies to improve efficiency and productivity.
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• Produce professional documentation, reports and presentations for the leadership team.
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• Support the adoption of new tools and improved ways of working across the organisation.
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Person Specification

Essential Experience and Skills

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• Experience supporting senior leaders in an Executive Assistant, Personal Assistant or Business Coordinator role.
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• Previous experience in HR administration.
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• Excellent organisational, planning and prioritisation skills.
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• Strong written and verbal communication skills.
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• Advanced Microsoft Office skills, particularly PowerPoint.
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• Experience using HR systems.
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• High levels of discretion and confidentiality.
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• Confidence using AI and digital productivity tools.
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Desirable Experience and Qualifications

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• Experience using Breathe HR.
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• CIPD Level 3 qualification or equivalent.
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• Recruitment coordination experience.
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• Experience supporting payroll administration through accurate HR data management.
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• Event planning experience.
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• LinkedIn and employer branding experience.
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• Experience within a manufacturing, engineering or industrial environment.
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Personal Attributes

The successful candidate will:

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• Be highly organised and proactive.
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• Think ahead and anticipate requirements.
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• Take ownership and demonstrate initiative.
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• Build trusted relationships quickly.
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• Communicate confidently at all levels.
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• Have exceptional attention to detail.
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• Enjoy improving systems and processes.
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• Maintain complete discretion and professionalism.
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• Embrace technology and be willing to learn new tools.
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• Be comfortable working in a fast-paced, growing business.
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Measures of Success

Within the first year, the successful candidate will have:

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• Become a trusted partner to the CEO, COO and Operations Director.
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• Created seamless executive support that enables the leadership team to focus on strategic priorities.
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• Established robust, accurate and compliant people administration processes.
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• Enhanced the employee experience through well-executed communications, events and initiatives.
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• Improved business efficiency through better systems, organisation and AI-enabled ways of working.
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• Become a central point of coordination that helps the company operate professionally as it continues to grow.
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