Executive Coordinator

VINCI; Belfast City District; On-site; GBP 32,000 - 42,000; Full time

Job summary

VINCI is seeking an Executive Coordinator to provide high‑level administrative and operational support to the Head Office unit in Belfast. You will manage board diaries, prepare meetings, coordinate cross‑functional activities, and oversee facilities, fleet, travel, telecoms, and training administration.

Ideally you have five GCSEs including Maths and English, plus experience supporting senior leaders, with strong Excel and Outlook skills to handle diary management and reporting tasks.

Qualifications

• Minimum five GCSEs (A*-C) including Maths and English.
• Experience supporting senior leaders or executives.
• Knowledge of purchase orders and GRN workflows.
• Strong proficiency in Excel (data analysis, reporting) and Outlook (diary mgmt).

Responsibilities

• Provide high‑level administrative support to the Board of Directors and Head Office.
• Manage Board diaries, schedules and priorities to align with business objectives.
• Prepare board meetings: agendas, minutes, packs, follows‑up actions and confidential documents.
• Be the main contact for internal and external Board enquiries.
• Coordinate activities across cross‑functional teams to ensure effective communication.
• Oversee day‑to‑day Belfast office operations and facilities contracts.
• Manage office equipment, room bookings, catering and visitor/parking arrangements.
• Administer travel arrangements (flights, hotels, car hire) and travel approvals.
• Oversee fleet administration, insurance liaison, and fleet documents.
• Manage group telecoms accounts, asset registers and cost centre charging.
• Coordinate Head Office training records and liaise with the Institute.
• Support governance interfaces with HR, Finance, Procurement and external partners.

Skills

Admin support

Diary management

Board meeting prep

Facilities coordination

Travel coordination

Fleet management

Telecoms administration

Training coordination

Stakeholder liaison

Education

Five GCSEs including Maths & English

Tools

Microsoft Excel

Outlook

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.