Operations Coordinator

Uncover; Greater London; Hybrid; GBP 44,000 - 48,000; Full time

Benefits offered by this job

Medical

Dental

Vision

PTO

Holidays

401K Match

Education Benefits

Referral Bonus

FSA Healthcare

Parking Reimbursement

DCAP

TRN Reimbursement

Job summary

Uncover is seeking an Executive Operations Coordinator to provide comprehensive administrative and operational support to senior executive leadership. The role manages calendars, communications, meetings, logistics, and special projects to drive organizational efficiency.

Responsibilities include calendar management, executive correspondence, meeting prep, travel coordination, and developing process improvements; candidates should have strong organizational and confidentiality skills.

Qualifications

• Five years of executive support experience preferred.
• Strong calendar, communications, and meeting coordination skills.
• Experience handling confidential information with discretion.

Responsibilities

• Manage complex executive calendars and prioritize meetings.
• Draft and transmit executive correspondence and requests.
• Coordinate meeting logistics and prepare materials.
• Lead special projects and track milestones.
• Develop SOPs and improve administrative processes.
• Coordinate executive travel and related logistics.
• Record minutes and summarize action items.

Skills

Executive calendar management

Executive communications

Meeting planning & coordination

Meeting minutes & summaries

Project coordination

Process improvement

Relationship management

Travel coordination

Administrative support

Documentation & reporting

Education

Bachelor's degree preferred

Tools

Microsoft Outlook

Microsoft Teams

Microsoft Word

Microsoft Excel

PowerPoint

SharePoint

Adobe Acrobat

Job description

Benefits We Offer:

• 100% Medical, Dental & Vision Coverage for Employees
• Paid Time Off and Paid Holidays
• 401K match up to 5%
• Educational Benefits for Career Growth
• Employee Referral Bonus
• Flexible Spending Accounts: Healthcare (FSA)
• Parking Reimbursement Account (PRK)
• Dependent Care Assistant Program (DCAP)
• Transportation Reimbursement Account (TRN)

Position Summary

The Executive Operations Coordinator provides comprehensive administrative and operational support to senior executive leadership. This role manages complex calendars, facilitates clear and timely communications, coordinates meetings and logistics, supports special projects, and drives process improvements that enhance overall organizational efficiency.

Scope of Work

The Coordinator independently furnishes the administrative expertise, coordination, and follow-through needed to support one or more executive principals.

Core areas of responsibility include:

• Managing complex executive calendars, including scheduling, rescheduling, and prioritizing meetings as organizational priorities shift.
• Facilitating executive communications and correspondence on behalf of leadership.
• Coordinating meeting logistics, from initial request through completion, and preparing supporting materials.
• Independently managing special projects assigned by executive leadership.
• Identifying and implementing process improvements to enhance operational efficiency.
• Providing travel coordination support as needed.
• Serving as the primary administrative point of contact, ensuring all activities comply with applicable standards and guidelines.

Key Responsibilities

Executive Calendar Management

Manage complex executive calendars for one or more principals, including scheduling, rescheduling, and prioritizing meetings based on changing organizational priorities.

Coordinate internal and external meetings involving senior leadership, partner organizations, and other stakeholders.

Evaluate scheduling conflicts and independently recommend solutions to maximize executive efficiency.

Prepare daily and weekly calendar briefings, ensuring principals are informed of schedule changes and logistical requirements.

Coordinate conference rooms, virtual meeting platforms, and hybrid meeting logistics.

Executive Communications

Draft, edit, and transmit correspondence on behalf of principals, including meeting requests, information requests, and follow-up communications.

Monitor incoming requests requiring executive attention, route inquiries to appropriate staff, and track responses to ensure timely follow-up.

Develop standardized communication templates to improve consistency and efficiency.

Meeting Coordination and Executive Operations

Develop and maintain standardized meeting intake processes, templates, and tracking systems.

Coordinate meeting logistics from initial request through completion.

Prepare meeting agendas, briefing materials, attendee lists, biographies, and supporting documentation.

Attend meetings as requested to record minutes, summarize discussions, capture action items, and monitor follow-up activities.

Prepare meeting summaries and distribute action items to participants.

Executive Accompaniment and On-Site Coordination

Accompany principals to meetings as requested to provide logistical coordination, ensure schedule adherence, and facilitate transitions between meetings.

Coordinate last-minute schedule adjustments while principals are engaged in meetings.

Serve as liaison between executive leadership and meeting organizers regarding timing, logistics, and required materials.

Operational Coordination and Special Projects

Independently coordinate special projects assigned by executive leadership, which may include developing project plans and timelines, coordinating meetings and workgroups, and preparing agendas and briefing materials.

Prepare presentations, spreadsheets, reports, dashboards, and tracking documents.

Conduct research and compile information from multiple sources.

Monitor project milestones and follow up on outstanding actions.

Maintain project documentation and provide status updates to executive leadership.

Process Improvement and Organizational Effectiveness

Proactively identify opportunities to improve administrative and operational processes.

Develop and maintain Standard Operating Procedures (SOPs), workflows, templates, and guidance documents that improve organizational efficiency.

Recommend improvements to scheduling practices, communications, information management, and meeting coordination.

Develop tracking systems for recurring organizational activities and executive priorities.

Relationship Management and Organizational Coordination

Develop and maintain collaborative working relationships across the organization and with external partners to facilitate efficient coordination of executive activities.

Serve as a primary administrative point of contact for executive scheduling and operational coordination.

Coordinate with other leadership offices to resolve scheduling conflicts and facilitate executive engagements.

Travel Coordination

Coordinate executive travel as required, including preparation of itineraries, travel summaries, agendas, and supporting documentation.

Coordinate travel logistics with appropriate administrative offices.

Administrative Support

Maintain administrative files, electronic records, correspondence, and tracking systems.

Develop spreadsheets to analyze operational data.

Create and maintain presentations, reports, briefing books, and other presentation materials.

Coordinate printing, scanning, electronic document management, and records retention activities.

Maintain administrative databases and tracking systems.

Perform other administrative and operational duties consistent with executive support services.

Qualifications

Education & Certifications

Bachelor's degree in Business Administration, Public Administration, Communications, Healthcare Administration, or a related field preferred.

Four (4) years of progressively responsible executive administrative support experience may substitute for a bachelor's degree.

Experience

Minimum of five (5) years supporting senior executives or executive leadership in a complex organizational environment.

Demonstrated experience managing multiple competing priorities with minimal supervision.

Experience coordinating executive calendars involving numerous internal and external stakeholders.

Experience preparing executive correspondence, meeting summaries, and briefing materials.

Experience developing presentations, spreadsheets, reports, and tracking systems.

Experience handling confidential and sensitive information while exercising sound judgment and discretion.

Experience improving business processes and developing administrative procedures.

Skills

• Executive calendar management
• Executive communications and correspondence
• Meeting planning, coordination, and facilitation
• Meeting minutes and executive summaries
• Organizational planning and prioritization
• Project coordination
• Process improvement and SOP development
• Relationship management and customer service
• Executive briefing preparation
• Analytical and problem-solving skills
• Travel coordination
• Records management
• Software & Tools

Software & Tools

• Microsoft Outlook, Teams, Word, Excel, and PowerPoint
• SharePoint
• Adobe Acrobat
• Other standard administrative and productivity systems as required

Disclaimer: The above description is meant to illustrate the general nature of work and level of effort being performed by individuals assigned to this position or job description. This is not restricted as a complete list of all skills, responsibilities, duties, and/or assignments required. Individuals may be required to perform duties outside of their position, job description or responsibilities as needed.

The diversity of Axle’s employees is a tremendous asset. We are firmly committed to providing equal opportunity in all aspects of employment and will not tolerate any illegal discrimination or harassment based on age, race, gender, religion, national origin, disability, marital status, covered veteran status, sexual orientation, status with respect to public assistance, and other characteristics protected under state, federal, or local law and to deter those who aid, abet, or induce discrimination or coerce others to discriminate.

Accessibility: If you need an accommodation as part of the employment process please contact: [e-mail]

This role has a market-competitive salary with an anticipated base compensation range listed below. Actual salaries will vary depending on a candidate’s experience, qualifications, skills, and location.

Salary Range $60,000 — $65,000 USD