Business Support Coordinator in Ruislip

The Business Support Coordinator provides organised, responsive and confidential support to the Chief Executive Officer, Chief People Officer and wider Senior Leadership Team, while also coordinating day-to-day office and business administration. The role keeps meetings, actions, information and practical arrangements moving so senior leaders and teams can operate effectively.

This is a hands-on coordination role supporting several senior stakeholders and the wider office, rather than a traditional one-to-one Executive Assistant position. The postholder will manage competing priorities, anticipate practical needs and follow agreed actions through to completion.

Key responsibilities

Executive and leadership support

• Provide day-to-day administrative and coordination support to the CEO, CPO and members of the SLT, based on agreed priorities.
• Coordinate complex diaries, appointments and meeting schedules, resolving clashes and ensuring leaders have the information and preparation time they need.
• Arrange internal and external meetings, including rooms, virtual links, attendees, refreshments and supporting documents.
• Prepare and format agendas, meeting packs, presentations, reports, correspondence and other documents to a consistently high standard.
• Attend selected leadership and business meetings to take clear minutes, record decisions and maintain action logs.
• Track actions and deadlines arising from meetings, follow up with owners and escape delays or risks when required.
• Monitor and triage requests, correspondence and enquiries, redirecting them appropriately and highlighting urgent matters.
• Arrange UK and international travel, accommodation and itineraries when required, taking account of cost, timing and business needs.
• Prepare and process expenses, purchase requests, invoices and related records in line with Company procedures.

Business coordination and follow through

• Maintain accurate trackers for leadership actions, priorities, projects, approvals and recurring deadlines.
• Gather updates from departments and consolidate information into clear summaries, reports or presentation materials.
• Coordinate cross-functional activities and small projects, ensuring responsibilities, dependencies and deadlines are understood.
• Support the preparation of leadership forums, business reviews, People Boards, management meetings and Company-wide communications.
• Maintain orderly electronic records, shared folders, contact lists and templates so current information can be located quickly.
• Identify gaps, conflicting information or overdue actions and work with the relevant owner to resolve them.
• Provide flexible administrative support during peak periods and contribute to wider business initiatives as required.

Office and operational support

• Act as a helpful central contact for routine office and business support queries, resolving matters directly or referring them to the appropriate team.
• Coordinate visitors, meeting spaces, access arrangements, refreshments and the practical requirements for on-site meetings.
• Support the ordering and control of stationery, office supplies and other agreed items, maintaining appropriate records and approvals.
• Liaise with Facilities, IT, Security, Finance, People and Culture and other teams to help resolve office issues and support new starters, leavers and internal moves.
• Assist with Company events, leadership sessions, town halls and employee activities, including invitations, logistics and materials.
• Coordinate post, couriers, document signatures and other routine office administration where required.
• Suggest practical improvements to administrative processes, templates and ways of working.

Information handling and governance

• Handle commercially sensitive, personal and confidential information with sound judgement and discretion.
• Maintain accurate records of decisions, actions and approvals where required, following agreed document control arrangements.
• Comply with data protection, information security, health and safety and all relevant Company policies and procedures.
• Support a professional and consistent approach to internal and external communication on behalf of senior leaders.

Person specification

Essential experience and knowledge

• Experience in a business support, office coordination, administration, team assistant or similar role within a busy organisation.
• Experience supporting senior leaders and managing requests from several stakeholders at the same time.
• Strong experience of coordinating diaries, meetings, documents, actions and deadlines.
• Confident user of Microsoft Outlook, Word, PowerPoint, Excel and Teams.
• A strong standard of written English, numeracy and document presentation.
• Experience handling confidential or sensitive information appropriately.

Skills and personal attributes

• Highly organised, with the ability to prioritise competing demands and adapt when plans change.
• Proactive and dependable, with the judgement to take ownership and the confidence to seek direction when needed.
• Clear and professional communicator who can build effective working relationships at all levels.
• Strong attention to detail, including accurate record keeping, proofreading and follow-up.
• Calm under pressure and able to work at pace without losing accuracy or professionalism.
• Practical and solutions focused, with a willingness to support tasks outside a narrow job remit when business needs require it.
• Discreet and trustworthy, with a sound understanding of professional boundaries and confidentiality.
• Experience in a regulated environment such as pharmaceuticals, healthcare, manufacturing or distribution.
• Experience coordinating small projects, leadership forums or Company events.
• Experience preparing formal minutes, governance records, senior management reports or board-level papers.

Expected behaviours

• People: Build constructive relationships, communicate respectfully and support colleagues to work effectively.
• Ownership: Take responsibility for agreed tasks, keep others informed and follow actions through to completion.
• Mindset: Remain positive, practical and solutions focused when priorities or circumstances change.
• Results: Deliver accurate, timely support that helps leaders and teams meet their commitments.
• Agility: Respond quickly to changing needs while maintaining sound judgement and attention to detail.
• Growth: Seek feedback, learn from experience and improve processes, tools and ways of working.

Measures of success

• Leadership meetings and activities are well organised, supported by accurate information and clear follow-up.
• Actions, deadlines and requests are visible, progressed and escalated appropriately.
• Documents, records, travel and practical arrangements are accurate and completed on time.
• Senior leaders and internal stakeholders receive responsive, professional and reliable support.
• Office administration runs smoothly, and recurring issues are identified and improved.

Confidential information is protected and Company procedures are consistently followed.