Operations Coordinator/ Personal Assistant

This role is for a 12-month maternity cover position with the option to extend.

We are actively looking for an Operations Coordinator who is highly organised and proactive to join our client’s team based in Ipswich. You will be responsible for supporting a group of Associate Directors in the UK with project administration, dynamic diary, as well as travel and meeting coordinator. The ideal candidate will be a self-starter with exceptional communication skills and the ability to manage a variety of tasks efficiently. This role requires discretion, adaptability and a strong sense of confidentiality.

Responsibilities:

• Maintain and organise the Associate Director’s/ Director’s calendars, scheduling meetings, meeting rooms, appointments, and travel arrangements.
• Handling confidential and sensitive information with the utmost confidentiality and discretion and working in an effective way to support tight deadlines with projects.
• Work with project teams to assist in the communication to Associate Directors/ Directors.
• Coordinate and prioritise commitments, ensuring the efficient use of time.
• Manage emails, phone calls, and written correspondence on behalf of the Associate Directors/ Directors.
• Draft and proofread documents, reports, and presentations.
• Arrange domestic and potentially international travel, including flights, train journeys, accommodation, transportation, and visas.
• Prepare itineraries and travel packs, ensuring all necessary documents are in order.
• Perform general administrative tasks such as filing, data entry, and record-keeping.
• Work closely with the Finance Department to prepare Associate Directors/ Directors expense reports and manage expense tracking.
• Handle professional errands as and if needed.
• Coordinate meetings, conferences, and events, including room bookings, catering, and logistics.
• Work alongside PAs and Executive PAs to coordinate across the Group.
• Attend meetings, take minutes, and follow up on action items.
• Assist in prioritising tasks and projects, ensuring deadlines are met.
• Provide a range of information, research, and reports as required; this may include processing financial or statistical information.
• Provide an efficient and professional customer focused first point of contact.
• Contribute to internal or external communications, E.g., drafting various documents, creating promotional literature or presentations.
• Manage the Associate Director’s/ Director’s e-mails accordingly, and more specifically upon request, whilst annual leave is taken. Screen and respond to emails, redirecting or flagging important messages.
• Ensure company timesheets are accurately input into the system for monthly deadlines, assisting with queries.
• Run periodic reports and assist with analysing project financials.
• Work alongside Directors, Associate Directors, Associates and professional teams conducting monthly progress meetings reviewing future pipeline and follow up on actions.
• Work efficiently updating company structure charts and systems of any staff changes (new starters, leavers and promotions).