Operations Coordinator in Glasgow

Equal Opportunities Statement

At United Infrastructure, we are committed to making every interaction a positive and inclusive experience.

If there is anything we can do to support you, remove barriers, or make the process more accessible, please let us know – we want this to be the best possible experience for you.

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 Microsoft365 skills, including Outlook, Teams, Word, Excel, and Power Point.
• 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

• 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 Share Point, Planner, or Power BI.
• Experience working within a regulated or corporate environment.
• Behaviours
• 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 improved.
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