Executive Coordinator

Omexom; Belfast City District; On-site; GBP 36,000 - 48,000; Full time

Job summary

Omexom in Belfast Head Office is seeking an Executive Coordinator to provide high‑level administrative and operational support to the IT Director and Board. You will manage diaries, coordinate board meetings, oversee facilities, and handle procurement, travel, fleet, telecoms, and training coordination.

You will work with senior stakeholders, ensure processes are followed, and drive continuous improvement in administrative services across Head Office.

Qualifications

• Minimum of five GCSEs 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 and Outlook.
• 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.

Responsibilities

• Provide comprehensive administrative support to the Board of Directors and senior leaders.
• Manage Board diaries, schedules, and priorities to align with business objectives.
• Coordinate board meetings, agendas, minutes and confidential documents.
• Serve as primary contact for internal and external enquiries for the Board team.
• Oversee day-to-day Belfast Head Office operations and facilities.
• Manage facilities contracts, equipment, and office supplies.
• Process purchase orders and support Head Office invoice workflows.
• Monitor travel, fleet, telecoms, and central training coordination.
• Coordinate with HR, Finance and Training teams to ensure governance and controls.

Skills

Executive support

Diary management

Budget administration

MS Excel

Outlook

Stakeholder communication

Team collaboration

Self-motivation

Education

GCSEs including Maths and English

Tools

MS Office

Excel

Outlook

PO systems

GRN workflows

Job description

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

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.