Operations Coordinator

United Infrastructure Power T&D Limited; Glasgow; On-site; GBP 30,000 - 45,000; Full time

Job summary

United Infrastructure Power T&D Limited is looking for an Executive Coordinator to optimize Leadership Team operations. The candidate will coordinate meetings, manage schedules, and maintain governance records.

This role entails significant interaction with senior leaders, requiring strong organizational, communication, and Microsoft365 skills. Candidates should have experience in fast-paced environments and an aptitude for managing multiple priorities. The position base is in Glasgow, Scotland, and focuses on enhancing productivity within the leadership.

Qualifications

• Experience providing executive, operational, or administrative support within fast-paced environments.
• Strong ability to manage multiple priorities and deadlines.
• Attention to detail and ability to handle confidential information.

Responsibilities

• Coordinate Leadership Team meetings and forums.
• Maintain governance records, compliance and performance reports.
• Manage complex diaries and travel arrangements.

Skills

Organisational skills

Written communication

Verbal communication

Microsoft365 skills

Stakeholder management

Tools

Microsoft Outlook

Microsoft Teams

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Equal Opportunities Statement

At United Infrastructure, we are committed to making every interaction a positive and inclusive experience. If there is anything we can do to support you, remove barriers, or make the process more accessible, please let us know – we want this to be the best possible experience for you.

Key Responsibilities

Leadership Team Coordination

• Coordinate Leadership Team meetings and forums.
• Prepare agendas, meeting packs, presentations, and supporting materials.
• Record meeting minutes, decisions, and actions.
• Maintain action logs and monitor progress against agreed commitments.
• Coordinate annual planning cycles, business reviews, and leadership events.
• Ensure leadership activities are delivered in accordance with agreed timelines.

Operational Support

• Support the delivery of key business priorities through effective coordination and tracking.
• Monitor milestones, deadlines, and deliverables across the Leadership Team.
• Maintain operational trackers, reporting schedules, and business planning documentation.
• Assist in coordinating cross‑functional activities and initiatives.
• Support organisational change and business improvement activities.

Governance and Reporting

• Maintain governance records, decision logs, and action registers.
• Support the preparation and collation of performance reports and leadership submissions.
• Ensure documentation is accurate, current, and appropriately stored.
• Track compliance with agreed governance processes and reporting requirements.

Executive Administration

• Manage complex diaries and scheduling requirements.
• Coordinate internal and external meetings.
• Arrange travel, accommodation, and events where required.
• Manage leadership team distribution lists, communications, and document repositories.

Communication and Engagement

• Act as a key point of contact for leadership team activities.
• Coordinate leadership communications across the business.
• Support employee engagement, town halls, and leadership events.
• Build strong working relationships with stakeholders at all levels.
• Ensure timely and professional communication between leaders and wider teams.

Continuous Improvement

• Identify opportunities to improve administrative, governance, and operational processes.
• Implement more efficient ways of working for the Leadership Team.
• Drive consistency in document management, action tracking, and meeting governance.
• Support the adoption of new tools and technologies to improve operational effectiveness.

Key Accountabilities

• Effective coordination of Leadership Team activities.
• Accurate administration of leadership meetings and governance processes.
• Timely tracking and reporting of actions and deliverables.
• High‑quality documentation and communications.
• Efficient management of leadership administration and planning activities.
• Maintaining confidentiality and professionalism in all interactions.

Knowledge, Skills and Experience

• Essential Experience providing executive, operational, or administrative support within a fast‑paced business environment.
• Strong organisational and planning skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and deadlines simultaneously.
• Strong stakeholder management and relationship‑building capabilities.
• Advanced Microsoft365 skills, including Outlook, Teams, Word, Excel, and PowerPoint.
• Experience coordinating meetings, preparing reports, and tracking actions.
• High level of attention to detail and accuracy.
• Ability to handle confidential and sensitive information with discretion.

Desirable Experience

• Experience supporting senior leaders or executive teams.
• Experience in governance, programme coordination, or business operations.
• Knowledge of project management methodologies and tools.
• Experience using collaboration and workflow platforms such as SharePoint, Planner, or PowerBI.
• Experience working within a regulated or corporate environment.

Behaviours

• Professionalism and integrity.
• Strong attention to detail.
• Proactive problem‑solving.
• Personal accountability.
• Adaptability and resilience.
• Collaborative working.
• Customer and stakeholder focus.
• A continuous improvement mindset.

Success Measures

• Leadership meetings are well organised, productive, and effectively administered.
• Actions and decisions are tracked and delivered on time.
• Governance and reporting processes are consistently maintained.
• Leaders experience a measurable reduction in administrative workload.
• Stakeholders receive timely, accurate, and professional support.
• Leadership team effectiveness and operational efficiency are improved.