Business AI Coordinator in London

Are you ready to turn AI and automation into real productivity gains for leaders and teams? In this role, you will partner directly with senior leaders to simplify work, strengthen decisions and create capacity—so they can focus on delivering outcomes that ultimately help bring life-changing medicines to patients faster. You will be the catalyst who blends exceptional coordination with hands-on expertise in enterprise AI tools. Using platforms like Microsoft Copilot and Power Automate, you will optimize calendars and workflows, transform meeting preparation and follow-up, and replace repetitive tasks with secure, scalable automations. Can you imagine enabling a leadership team to move faster, with clearer insights and fewer manual steps?

Accountabilities:

• Executive Support and Business Operations: Manage complex calendars across global time zones using intelligent platforms; prioritize meetings that drive value; coordinate international travel and expenses in line with policy; support procurement, vendor onboarding and invoice tracking; orchestrate leadership rhythms, governance forums and events; handle sensitive information with the highest standards of discretion.
• AI Productivity and Automation: Act as an AI productivity partner to identify and implement automations that reduce administrative burden and improve outcomes; use Microsoft Copilot, approved generative AI tools, Power Automate and Power Platform to build solutions for scheduling, reporting and workflow management; design reusable prompts, templates and workflows that improve speed, quality and consistency.
• Meeting Intelligence and Knowledge Management: Use AI to prepare briefings, agendas, summaries and decision logs; establish systems that gather decisions, risks and deliverables; consolidate information from multiple sources into concise executive insights; maintain secure digital workspaces and knowledge repositories for rapid access.
• Digital Operations Excellence: Build dashboards, trackers and reporting tools using Microsoft 365 and approved platforms; support projects, workforce planning and business reporting with robust digital solutions; standardize processes and templates to enhance automation and user experience; use data and feedback to refine operating rhythms.
• AI Adoption and Innovation: Champion responsible, secure AI use across leadership teams and the wider coordinator community; continually develop expertise in AI, automation and digital productivity; coach colleagues and share practical leading practices; translate emerging AI capabilities into compliant, high-impact use cases; foster a culture of curiosity, experimentation and continuous learning.

Essential Skills/Experience:

• Significant experience providing executive, operational or business coordination support within a complex global organization.
• Proven experience managing complex calendars, meetings, international travel, expenses, procurement, invoices and vendors across time zones.
• Demonstrated expertise using enterprise AI-enabled productivity tools, such as Microsoft Copilot, approved generative AI tools, Power Automate and Power Platform.
• Proven ability to identify and implement AI-enabled automation and process improvements that reduce administrative effort and improve outcomes.
• Strong prompt design skills and the ability to translate business needs into clear, effective AI instructions and reusable solutions.
• Experience creating dashboards, trackers, automated workflows and digital reporting solutions using tools such as Power BI, SharePoint, Microsoft Lists or Smartsheet.
• Advanced proficiency across Microsoft 365 applications, including Outlook, Teams, SharePoint, OneDrive, OneNote, To Do, Planner and Loop.
• Strong commitment to confidentiality, data privacy, responsible AI and information governance.
• Excellent organizational, analytical, communication and partner management skills, with confidence working with senior leaders.
• Ability to lead multiple priorities, adapt quickly, solve problems proactively and operate effectively in a fast-paced global environment.
• Demonstrated curiosity, continuous learning and passion for AI, digital innovation and new ways of working.
• Ability to influence leaders and teams to adopt more efficient and effective working practices.
• Flexibility to support occasional early or late meetings across global time zones.
• Periodic travel may be required for onsite meetings and events.

Desirable Skills/Experience:

• Relevant vocational or professional qualification in business administration, executive support, digital productivity, project coordination or a related field.
• Experience supporting AI, technology, transformation or other fast-moving business functions.
• Experience coaching colleagues or building communities of practice around AI, automation or digital productivity.

When we put unexpected teams in the same room, we ignite bold thinking with the power to inspire life-changing medicines. In-person working gives us the platform we need to connect, work at pace and challenge perceptions. That's why we work, on average, a minimum of three days per week from the office. But that doesn't mean we're not flexible. We balance the expectation of being in the office while respecting individual flexibility. Join us in our unique and high-reaching world. Here, you will help bring modern digital capabilities to the heart of a science-led company, connecting diverse experts to solve complex problems that matter to patients. Backed by serious investment and a clear digital strategy, you will experiment with groundbreaking tools, build reusable solutions that scale across the enterprise and see your ideas tested in hackathons and real-world programs. We move with urgency and high standards, yet we value kindness alongside ambition—offering the freedom to take ownership, learn continuously and deliver technology that unlocks the potential of our science and our people. If you are ready to turn AI into measurable impact—reducing friction, elevating decisions and giving leaders time for what matters most—submit your application and help shape how we work.