Site Co-ordinator

This role is responsible for planning, coordinating and managing visits from the CTO, Executive Leadership Team and other senior stakeholders, while providing high-level administrative support to the Technology leadership team. The successful candidate will bring exceptional organisational capability, sound judgement and the ability to manage complex calendars, priorities and events with confidence.

Key Responsibilities

Plan, coordinate, and manage visits from the CTO, executive leadership team, customers, and other senior stakeholders.

Develop detailed visit agendas and schedules in partnership with Executive Assistants and business leaders.

Ensure meeting rooms, collaboration spaces, AV equipment, and technology are fully operational before each visit.

Coordinate catering, visitor access, security requirements, transport, and accommodation where required.

Act as the on-site host and primary point of contact during executive visits.

Anticipate and resolve logistical issues to ensure a seamless visitor experience.

Maintain site readiness by ensuring meeting areas, collaboration spaces, and demonstration environments are prepared and presentable.

Coordinate with Facilities, Workplace Services, Security, and IT support teams to resolve site-related issues.

Monitor site requests and coordinate timely completion of actions.

Support office events, leadership meetings, town halls, and employee engagement activities.

Team Events: Arrange team meals (lunches and dinners) for department building and morale.

Tech Townhalls: Coordinate logistics for Tech Townhalls, including scheduling, venue/room setup, catering, and slide deck collection.

Tech Events: Plan and execute both internal and external Tech events, managing vendor communications, attendee lists, and on-the-day logistics.

Complex Scheduling: Manage executive calendars using Microsoft Outlook, coordinating internal and external meetings across multiple time zones.

Distribution Lists: Create and manage departmental distribution lists to ensure effective internal communication.

Travel Arrangements: Book flights, hotels, and transportation through Concur, ensuring cost efficiency and adherence to travel policy.

Expenses: Prepare, submit, and track expense reports accurately and promptly using Concur.

Email & Correspondence: Draft, proofread, and send professional emails and communications on behalf of executives.

SharePoint Management: Maintain and organize departmental SharePoint sites, ensuring easy access to documents and accurate version control.

Expert knowledge of Microsoft Outlook (Calendar and Email).

Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint).

Experience with Microsoft Forms and SharePoint.

Job Posting End Date

Haleon are committed to mobilising our purpose in a way that represents the diverse consumers and communities who rely on our brands every day. It guides us in creating an inclusive culture, where different backgrounds and views are valued and respected – all in support of understanding and best serving the needs of our consumers and unleashing the full potential of our people. It’s important to us that Haleon is a place where all our employees feel they truly belong. During the application process, we may ask you to share some personal information, which is entirely voluntary. This information ensures we meet certain regulatory and reporting obligations and supports the development, refinement, and execution of our inclusion and belonging programmes that are open to all Haleon employees. The personal information you provide will be kept confidential, used only for legitimate business purposes, and will never be used in making any employment decisions, including hiring decisions.

If you require a reasonable adjustment or accommodation or other assistance to apply for a job at Haleon at any stage of the application process, please let your recruiter know by providing them with a description of specific adjustments you are requesting. We’ll provide all reasonable adjustments to support you throughout the recruitment process and treat all information you provide us in confidence.

The Haleon recruitment team will contact you using a Haleon email account (@haleon.com). If you are not sure whether the email you received is from Haleon, please get in touch.