Executive Coordinator

Job Title: Executive Coordinator Reporting to: IT Director Business Unit: Head Office Purpose of the Position: This role will provide high-level administrative, organisational, and operational support to the Head Office Business Unit and Omexom’s Board of Directors. It will act as a key liaison between senior leaders, internal stakeholders, and external partners while overseeing a range of administrative, financial, and facilities responsibilities. It will also manage core Head Office processes such as fleet, travel, telecoms, credit card administration, and central training coordination. Responsibilities & Duties: Including but not limited to the following: Executive & Administrative Support Provide comprehensive administrative support to the Board of Directors, as required. Manage Board member diaries, schedules, and priorities, ensuring alignment with business objectives. Coordinate and prepare board-level meetings, including agendas, minutes, packs, follow-up actions, and confidential documentation. Act as the primary point of contact for internal and external enquiries on behalf of the Board team. Support cross-functional teams by coordinating activities, resolving issues, and ensuring effective communication. Facilities & Office Management Oversee the day-to-day running of the Belfast office. Manage facilities contracts including cleaners, maintenance providers, landlords, and utilities. Ensure office equipment such as franking machines, printers, and meeting facilities are functioning effectively. Coordinate meetings, room bookings, catering, visitors, and parking arrangements. Manage courier and postal services. Monitor and replenish office supplies. Procurement & Financial Administration Manage the creation, processing, and receipting of purchase orders. Action Head Office invoice workflows, ensuring timely and accurate processing. Maintain accurate financial records and support budget-related administration. Work with finance department to monitor Head Office credit card usage, allocate spending, and ensure compliance with internal controls. Travel & Logistics Coordination Book travel arrangements, including flights, hotels, hire cars, parking, and rail travel. Manage travel profiles, preferences, and approvals. Ensure cost-effective travel planning aligned with business policies. Fleet & Equipment Management Oversee fleet administration, including adding/removing vehicles from insurance databases. Act as the central contact for vehicle providers, insurance partners, and internal users. Maintain accurate fleet documentation, mileage logs, and compliance records. Telecoms & Group Account Administration Manage group-level mobile phone accounts, SIMs, hardware allocation, upgrades, and contracts. Maintain asset registers and ensure accurate charging to cost centres. Liaise with telecoms providers and ensure adherence to group policies. Head Office Training Coordination Coordinate with the Institute to maintain training records for Head Office employees Support the Institute team to ensure seamless delivery of employee development programmes. Governance: Interfaces and relationships with key stakeholders: Board Members Head Office Employees HR, Finance, Procurement & Training Teams External partners, suppliers, and service providers Visitors and clients Person Specification Qualifications and experience Minimum of five GCSEs (A-C or equivalent), including Maths and English. Significant experience supporting senior leaders or executives in an administrative or coordination role. Experience with financial systems, purchase order processes, and GRN workflows. Strong proficiency in Microsoft Office, especially Excel (data analysis, reporting) and Outlook (complex diary management). Excellent time management and organisational skills to manage multiple tasks. Excellent organisational, communication and interpersonal skills Be able to work under pressure, be a team player and have a high level of self-motivation. Possess the ability to use your initiative to ensure new skills and tasks are picked up easily. Desirable criteria Experience with fleet, travel, telecoms, or facilities administration. Knowledge of accounting or payroll principles and/or systems. Additional Attributes Professional approach and excellent attention to detail. Comfortable working independently while supporting multiple senior stakeholders. Commitment to continuous improvement and service excellence. Values In line with Omexom’s values, the jobholder must possess the following qualities: Team Spirit & Generosity – able to work effectively within and contribute to the Omexom team to deliver results, provide support and drive performance. Trust and Empowerment – enjoy managing their responsibilities and time to ensure work is completed efficiently and professionally. Integrity and Responsibility – enjoy taking responsibility for their duties and managing these effectively to ensure efficient high quality results. Innovation & Entrepreneurship – continually strive to improve processes and introduce new initiatives to improve efficiency.