Operations & Exec Support Coordinator - Hybrid/Remote

Napier AI; Greater London; Hybrid; GBP 30,000 - 37,000; Full time

Benefits offered by this job

Private healthcare through AXA

25 days annual leave

Pension plan through Aviva

Life insurance

Maternity & Paternity leave

Wellbeing programme

Gym membership discounts

Flexible work schedules

Work from anywhere for up to 1 month

Job summary

Napier AI in London is seeking a highly organised Business Operations Coordinator / EA to support the CEO and ExCo. The role spans business operations, office management and executive support in a fast-paced FinTech scale-up.

You will coordinate diaries, prepare materials, manage events and improve day-to-day operations using AI tools. This is a hybrid role with flexible office/work arrangements and close collaboration with leadership.

Qualifications

• Confident using Microsoft Office, including Word, Excel, PowerPoint and Outlook, with a keen interest in using AI and digital tools to work smarter.

Responsibilities

• Use AI tools thoughtfully to solve problems, summarise information, support drafting and improve the speed or quality of day-to-day work
• Identify repetitive tasks or manual processes that could be automated, simplified or improved, helping save time and reduce unnecessary admin
• Proactively suggest practical improvements to current ways of working, making information easier to find and helping teams operate more efficient
• Prepare clear, accurate decks, agendas and meeting materials for Leadership/ExCo and Board meetings, ensuring they are ready within agreed timelines
• Track actions and follow-ups from board meetings, offsites and all-hands sessions, helping owners stay clear on deadlines and next steps
• Support the CEO and senior leadership with ad hoc business projects, research and follow-up actions, delivering work that is accurate, useful and easy to act on
• Keep the office running smoothly day to day, ensuring supplies, post, shared spaces and general office standards are managed proactively
• Provide a welcoming and organised experience for internal and external visitors
• Support company events, meetings and office activities so they are well organised, on time and delivered to a high standard
• Work closely with IT support and office suppliers to resolve issues quickly and reduce repeat problems where possible
• Act as a key day-to-day contact with building management and facilities teams, ensuring office issues, maintenance requests and building updates are communicated clearly and followed through to resolution
• Support health and safety processes by helping maintain office checks, records and communications, ensuring actions are completed and the workplace remains safe and compliant
• Support the CEO with diary management, appointment setting, travel arrangements and correspondence, helping them stay organised and focused on priorities
• Provide ad hoc administrative support to ExCo members as capacity allows, ensuring requests are handled accurately, confidentially and within agreed timings
• Coordinate ExCo meetings, offsites and board meetings, including minutes, meeting rooms, IT set-up and catering, ensuring logistics run smoothly and actions are captured clearly

Skills

MS Word

MS Excel

PowerPoint

Outlook

AI tools

Tools

Claude

Copilot

Abundly

Job description

Napier AI in London is seeking a highly organised Business Operations Coordinator / EA to support the CEO and ExCo. The role spans business operations, office management and executive support in a fast-paced FinTech scale-up.

You will coordinate diaries, prepare materials, manage events and improve day-to-day operations using AI tools. This is a hybrid role with flexible office/work arrangements and close collaboration with leadership.