Executive Coordinator: Board Liaison & Office Ops

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

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.