Office Coordinator

Gattaca; Whiteley; Hybrid; GBP 23,000 - 29,000; Full time

Job summary

Gattaca is seeking an Office Coordinator to support the CEO, senior leadership team and broader business operations. You will manage diaries, schedule meetings, prepare correspondence and presentations, and ensure follow-up actions are completed efficiently.

You will act as a central point for internal communications, coordinate travel and events, maintain documentation and CRM records, and help drive marketing and business development activities.

Qualifications

• Previous experience in an Office Coordinator, Executive Assistant, Personal Assistant, Business Support, or similar administrative role.
• Excellent organisational and time management skills with the ability to prioritise competing demands.
• Strong communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Experience managing diaries, meetings, travel arrangements, and senior stakeholder schedules.
• High levels of accuracy, attention to detail, and professionalism.
• Ability to work independently, use initiative, and maintain confidentiality.

Responsibilities

• Provide comprehensive administrative and coordination support to the CEO and senior leadership team, including diary management, meeting scheduling, correspondence, presentations, and follow-up of key actions.
• Act as a central point of contact across the business, supporting communication, collaboration, record management, and the smooth day-to-day operation of office activities.
• Coordinate business travel, accommodation, meeting logistics, and company systems, ensuring accurate maintenance of documentation and CRM records.
• Plan and manage attendance at regional, national, and international events, exhibitions, trade shows, and client engagements, including registrations, logistics, materials, and post-event follow-up.
• Support marketing and business development activities by coordinating content, case studies, presentations, promotional materials, client communications, and relationships with external marketing providers.
• Organise client meetings, CPD sessions, and business development initiatives, coordinating schedules, resources, and engagement activities while helping to identify and track new business opportunities.

Skills

Diary management

Meeting scheduling

Executive support

Office administration

Stakeholder communication

Tools

Microsoft Office

CRM systems

Job description

We are looking for a highly organised and proactive Office Coordinator to support our CEO, senior leadership team, and wider business operations. This is a varied and fast-paced role, combining executive support and business administration.

Reporting to the CEO, you will play a key role in keeping the business running smoothly by coordinating activities across the business, managing priorities, and ensuring administrative and operational tasks are delivered efficiently. The ideal candidate will be detail-oriented, adaptable, and confident managing multiple responsibilities in a dynamic environment.

Key Responsibilities

• Provide comprehensive administrative and coordination support to the CEO and senior leadership team, including diary management, meeting scheduling, correspondence, presentations, and follow-up of key actions.
• Act as a central point of contact across the business, supporting communication, collaboration, record management, and the smooth day-to-day operation of office activities.
• Coordinate business travel, accommodation, meeting logistics, and company systems, ensuring accurate maintenance of documentation and CRM records.
• Plan and manage attendance at regional, national, and international events, exhibitions, trade shows, and client engagements, including registrations, logistics, materials, and post-event follow-up.
• Support marketing and business development activities by coordinating content, case studies, presentations, promotional materials, client communications, and relationships with external marketing providers.
• Organise client meetings, CPD sessions, and business development initiatives, coordinating schedules, resources, and engagement activities while helping to identify and track new business opportunities.

Skills & Experience

• Previous experience in an Office Coordinator, Executive Assistant, Personal Assistant, Business Support, or similar administrative role.
• Excellent organisational and time management skills with the ability to prioritise competing demands.
• Strong communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Experience managing diaries, meetings, travel arrangements, and senior stakeholder schedules.
• High levels of accuracy, attention to detail, and professionalism.
• Ability to work independently, use initiative, and maintain confidentiality.

What We Offer

• Flexible working options
• A supportive and collaborative team environment
• A varied role with significant business impact
• Opportunities for professional development and growth
• The chance to work closely with senior leadership and contribute to the success of a growing business