Executive Assistant & HR Administrator - Office Operations Lead in Birmingham

Location: Birmingham, Office-based

Contract: Full time, permanent role

Salary: £30,000 - £33,000 depending on experience

Package & Benefits:

• Bonus: up to 30%
• 25 days holiday plus 8 bank holidays (with option to buy extra 5 days)
• Onsite Gym
• Health and wellbeing programme
• Employee and store discount

Office-based at our Birmingham Head Office; visa sponsorship is not available.

About Jewellery Quarter Bullion:

We’re passionate about gold and silver investment, making it simple for customers across the UK and Europe to buy, sell, and store bullion securely. As the UK’s leading online bullion dealer with £300m+ turnover, our brands (BullionByPost.co.uk, Gold.co.uk, and others) are trusted by thousands of investors.

Role Overview:

Jewellery Quarter Bullion (JQB) is seeking a highly organised and proactive HR & Office Administrator / Executive Assistant to support executive and leadership activity, alongside the smooth running of HR administration, recruitment coordination and day-to-day office operations. This role will act as a central coordination point for people administration, executive support and office organisation. The successful candidate will work closely with the leadership team while coordinating the employee lifecycle and recruitment activity, ensuring HR processes, records and documentation remain organised and compliant.

Key Responsibilities:

• Executive Leadership Support:
  • Coordinating leadership meetings and preparing documentation, ensuring effective structure and follow-through
  • Supporting diary coordination and scheduling where required
  • Preparing reports, presentations or documentation for internal meetings
  • Tracking and following up on actions from leadership meetings
  • Supporting internal projects requiring administrative coordination
  • Assisting with travel coordination or meeting logistics when required
  • Supporting the prioritisation and coordination of leadership activity where needed
• Recruitment Support:
  • Coordinating interviews and managing candidate scheduling
  • Supporting communication with candidates throughout the recruitment process
  • Maintaining recruitment trackers and candidate documentation
  • Preparing offer documentation and onboarding paperwork
  • Coordinating recruitment activity across multiple roles, ensuring timely and accurate delivery
  • Assisting with preparation for assessment days and interview processes
• HR Administration:
  • Preparing employment contracts, offer letters and HR documentation
  • Coordinating onboarding processes for new starters
  • Maintaining employee records within HR systems, ensuring accuracy, completeness and audit readiness
  • Supporting right-to-work checks and compliance documentation
  • Preparing HR correspondence and documentation
  • Supporting absence management administration and documentation
  • Assisting with HR reporting and record keeping
  • Supporting employee lifecycle administration, including starters, changes and leavers
• HR Audit & Compliance Support:
  • Maintaining HR file audit trackers
  • Ensuring personnel files contain required documentation and meet internal documentation standards and audit requirements
  • Supporting periodic HR audits
  • Following up with managers where documentation is missing
• Office Operations:
  • Overseeing day-to-day office supply management, including consumables ordering
  • Manage outgoing post and ensure items are sent accurately and on time
  • Coordinating meeting room bookings and office organisation
  • Assisting with new starter desk setups and equipment coordination
  • Supporting internal initiatives, events and office activities
  • Assisting with general office administration and facilities coordination
  • Coordinate and support onsite meetings and events, including board meetings and external visits

Skills & Experience:

• Strong organisational and administrative skills with the ability to manage multiple priorities in a fast-paced environment
• Previous experience in an administrative, office coordination, executive assistant or operations support role
• Ability to manage and coordinate multiple tasks, deadlines and competing priorities
• Strong attention to detail and ability to maintain accurate records and documentation
• Excellent written and verbal communication skills when working with colleagues, managers and external contacts
• Experience supporting recruitment processes or coordinating interviews and candidate communication
• Comfortable supporting senior leaders with meeting coordination, documentation and general administrative support
• Ability to handle confidential and sensitive information with professionalism and discretion
• Ability to operate with sound judgement in a commercially sensitive environment
• Strong IT skills including Microsoft Office (Word, Excel, Outlook) and general business systems
• Experience supporting office operations, including supplies, facilities coordination or internal events
• Proactive and solution-focused, with the ability to identify where processes or organisation can be improved
• Strong organisational awareness and ability to align administrative activity with wider business priorities
• Comfortable working in a high-accountability, performance-driven environment

Why You’ll Love It Here:

• A varied role with exposure across HR, recruitment, office operations and leadership support
• Opportunity to work closely with senior leaders and gain insight into how a growing business operates
• A position at the centre of the organisation, helping ensure internal processes and operations run smoothly
• Exposure to a fast-growing digital business operating in a high-value environment
• A culture built on Integrity, Agility, Ambition, Clarity and Efficiency, with high standards and accountability
• High visibility role contributing to operational discipline and leadership effectiveness across the business

About You:

You’ll be successful in this role if you:

• Highly organised and able to manage multiple priorities in a busy environment
• Proactive and reliable, with strong attention to detail
• Comfortable supporting different teams and senior leaders
• Strong communication and coordination skills
• Able to handle confidential information with professionalism and discretion
• Strong focus on process discipline and operational efficiency

Ready to Apply?

If this sounds like the right opportunity for you, we’d love to hear from you. We’ll review applications and contact shortlisted candidates to discuss next steps.

Pre-employment Checks:

Please note that all successful candidates will be required to complete pre-employment screening checks, which include:

• Right to work verification
• Criminal record check (DBS)
• Reference checks
• For certain roles, credit or fraud screening may also be required in line with business risk and regulatory requirements

Application Deadline: 16th April 2026 (we reserve the right to close this vacancy early if the right candidate is appointed)