Operations Coordinator in Glasgow

The Operations Coordinator provides dedicated operational, governance, and administrative support to the Managing Director (Scotland) and Leadership Team. The role acts as the central coordination point for leadership activities, ensuring the efficient running of leadership meetings, business planning cycles, governance processes, communications, and operational follow-up.

The postholder will enable leaders to focus on strategic priorities by taking ownership of the coordination, organisation, and administration required to support effective decision-making and business execution.

Key Responsibilities

Leadership Team Coordination

• Coordinate Leadership Team meetings and forums.
• Prepare agendas, meeting packs, presentations, and supporting materials.
• Record meeting minutes, decisions, and actions.
• Maintain action logs and monitor progress against agreed commitments.
• Coordinate annual planning cycles, business reviews, and leadership events.
• Ensure leadership activities are delivered in accordance with agreed timelines.

Operational Support

• Support the delivery of key business priorities through effective coordination and tracking.
• Monitor milestones, deadlines, and deliverables across the Leadership Team.
• Maintain operational trackers, reporting schedules, and business planning documentation.
• Assist in coordinating cross-functional activities and initiatives.
• Support organisational change and business improvement activities.

Governance and Reporting

• Maintain governance records, decision logs, and action registers.
• Support the preparation and collation of performance reports and leadership submissions.
• Ensure documentation is accurate, current, and appropriately stored.
• Track compliance with agreed governance processes and reporting requirements..

Executive Administration

• Manage complex diaries and scheduling requirements.
• Coordinate internal and external meetings.
• Arrange travel, accommodation, and events where required.
• Manage leadership team distribution lists, communications, and document repositories.

Communication and Engagement

• Act as a key point of contact for leadership team activities.
• Coordinate leadership communications across the business.
• Support employee engagement, town halls, and leadership events.
• Build strong working relationships with stakeholders at all levels.
• Ensure timely and professional communication between leaders and wider teams.

Continuous Improvement

• Identify opportunities to improve administrative, governance, and operational processes.
• Implement more efficient ways of working for the Leadership Team.
• Drive consistency in document management, action tracking, and meeting governance.
• Support the adoption of new tools and technologies to improve operational effectiveness.

Key Accountabilities

• Effective coordination of Leadership Team activities.
• Accurate administration of leadership meetings and governance processes.
• Timely tracking and reporting of actions and deliverables.
• High-quality documentation and communications.
• Efficient management of leadership administration and planning activities.
• Maintaining confidentiality and professionalism in all interactions.

Knowledge, Skills and Experience

Essential

• Experience providing executive, operational, or administrative support within a fast-paced business environment.
• Strong organisational and planning skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and deadlines simultaneously.
• Strong stakeholder management and relationship-building capabilities.
• Advanced Microsoft 365 skills, including Outlook, Teams, Word, Excel, and PowerPoint.
• Experience coordinating meetings, preparing reports, and tracking actions.
• High level of attention to detail and accuracy.
• Ability to handle confidential and sensitive information with discretion.

Desirable

• Experience supporting senior leaders or executive teams.
• Experience in governance, programme coordination, or business operations.
• Knowledge of project management methodologies and tools.
• Experience using collaboration and workflow platforms such as SharePoint, Planner, or Power BI.
• Experience working within a regulated or corporate environment.

Behaviours

The successful candidate will demonstrate:

• Professionalism and integrity.
• Strong attention to detail.
• Proactive problem-solving.
• Personal accountability.
• Adaptability and resilience.
• Collaborative working.
• Customer and stakeholder focus.
• A continuous improvement mindset.

Success Measures

• Leadership meetings are well organised, productive, and effectively administered.
• Actions and decisions are tracked and delivered on time.
• Governance and reporting processes are consistently maintained.
• Leaders experience a measurable reduction in administrative workload.
• Stakeholders receive timely, accurate, and professional support.
• Leadership team effectiveness and operational efficiency are improv