B&S Group
Business Support Coordinator
Ruislip
Posted about 18 hours ago
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Role purpose
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 escalate 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.
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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.
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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.
Desirable experience
- 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.
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