Executive Operations & Governance Coordinator in Truro

Falmouth Harbour, one of the UK’s premier ports, manages the third deepest natural harbour in the world. Strategically positioned on the UK’s Western approaches, it oversees areas including the Inner Harbour, the Penryn River, the Carrick Roads, and parts of Falmouth Bay. Established over 150 years ago, Falmouth Harbour plays a vital role in maritime operations and governance. Located in Cornwall, a region celebrated for its beauty and quality of life, the harbour serves as a hub for maritime activity on the south coast of the UK.

Overall Purpose

A rare opportunity to join one of the UK’s most dynamic and forward-looking harbours at a time of significant growth, change and investment. Falmouth Harbour is seeking an organised, adaptable and highly trusted individual to support the Executive Team and Board across governance, operations, communications and business support. This is a varied and evolving role at the heart of a busy statutory harbour authority, offering the chance to make a real impact.

The Executive Operations & Governance Coordinator provides proactive and high-quality administrative support to the Executive Team, CEO, Board Chair and the Board of Non-Executive Directors (NEDs) and its sub-committees. This role sits at the heart of the Harbour team, and this wide ranging job requires a post holder that needs to be proactive and work on own initiative and have ability to manage competing priorities and operate calmly in a dynamic operational environment but with full support and direction from the Executive Team. This includes organising meetings, governance and meeting administration, diary management, HR administration, finance support, and general administration. This role will grow and develop as the harbour grows. Falmouth Harbour is particularly interested in candidates who can bring broader organisational skills and adaptability across areas such as communications, marketing, stakeholder engagement, events coordination or business support, alongside the core role.

Role Description

This is a full-time on-site role located in Truro for an Executive Operations & Governance Coordinator. The role involves managing day-to-day operational activities, supporting governance processes, providing administrative and customer service assistance, and improving organizational workflows. This role demands close collaboration with internal teams, leadership, and external stakeholders to ensure the efficient running of operations and adherence to governance standards.

Responsibilities and Duties

• Acting as the first point of contact for visitors to the office, dealing with phone calls, emails, enquiries and requests, and handling them as appropriate.
• Liaising with customers, stakeholders, staff and others on behalf of the Executive Team and NEDs.
• Harbour Governance administration; dealing with confidential papers, agendas, minutes, board packs, action tracking, board portal/document management, booking meetings and rooms and arranging and or collecting refreshments.
• Making travel and accommodation arrangements for CEO, NEDs and staff.
• Supporting with HR activities as directed such as recruitment, surveys and training scheduling.
• Producing accurate and timely documents, organograms, briefing papers, reports, newsletters and presentations.
• Maintaining the Falmouth Harbour website, social media channels, liaising with external Communications Consultant and coordinating events.
• Ensure website and intranet content is up to date and regular news items are published.
• Using SharePoint and Bizagi (training provided) to document processes, update and maintain company H&S and compliance records.
• Update accounting system and maintain Excel spreadsheets, process financial transactions, reconciliations & reporting activities.
• Assist the Finance Manager as required.
• Liaising with external IT support company to provide and manage colleague accounts.
• Supporting organisational information governance and digital administration; such as documentation and data back-ups and review of CCTV footage for incident support.
• Undertake basic daily Health & Safety checks.
• Maintain accurate records across all areas as directed.
• Assisting with the regular update and maintenance of carbon accounting records.
• Liaise with customers and delivery companies to ensure that deliveries are handled appropriately.
• Maintain stock levels and order stationery, refreshments and any other provisions as required.
• Willing to train as a first aider, fire warden and mental health first aider.
• Carry out additional responsibilities that may be reasonably requested as part of your role.

Key skills and experience required

• The successful candidate will be practical, approachable, calm under pressure and comfortable working across a wide range of organisational activities.
• Excellent communication skills (both written and verbal).
• Strong numerical skills.
• Organised approach and flexible attitude.
• Able to undertake work in a highly confidential manner.
• Willingness to learn.