Reed & Mackay
Executive Coordinator
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At Reed & Mackay, we are more than a global leader in travel and event management; we are a team united by passion, care, and entrepreneurial spirit. As a unique brand within the Navan Group, we provide deep sector expertise and customized programmes from offices across the globe.
With over 60 years of innovation in service, our success is built on delivering flexibility, reassurance, and insight to our clients. Our built-for-service technology and high-touch expertise removes the hassle from travel and event management, connecting businesses globally while keeping their people productive and safe and their costs down.
Looking for the next opportunity? Join our dynamic, inclusive culture, where your ideas are valued, your growth is supported, and your contributions help shape the future of global travel and events.
Role Overview
Working closely with and supporting the EA team, this entry-level role will provide administrative, organizational and coordination support across the Executive Assistant function. The role is designed to help day-to-day activity run smoothly, while offering the opportunity to build confidence, develop core Executive Assistant skills and learn from experienced colleagues in a supportive team environment.
Key Responsibilities
Executive Support
- Support diary management by scheduling meetings and appointments, with guidance from the EA team where required
- Assist with the coordination of internal and external meetings, including room bookings, catering, logistics and agenda support
- Prepare and format briefing notes, reports, presentations and correspondence using templates or guidance provided
- Monitor calls and emails where appropriate, helping to flag, escalate or prioritise matters with support from the EA team
- Provide support and leave cover to Workplace team
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EA Support
- Assist with wider team or departmental administration as required
- Provide support during EA absences, with clear guidance, appropriate handover and oversight
- Share observations and suggestions to help improve processes and ways of working as experience develops
- Support a smooth-running office environment by helping with day-to-day coordination and follow-up tasks
Communication & Stakeholder Management
- Build positive working relationships with internal teams and external contacts
- Liaise professionally with stakeholders, escalating complex or sensitive matters to the EA team where appropriate
- Draft clear and professional communications, with support, templates and review where needed
- Help maintain clear communication flow by sharing updates, tracking actions and following up as required
Administration & Organisation
- Support travel arrangements, itineraries and expense administration, following agreed processes and guidance
- Assist with the organisation of events, meetings and offsites, including attending in person where required
- Maintain accurate records, files and documentation
- Take meeting notes where required and support follow-up on actions
- Provide light project coordination support by tracking actions, deadlines and updates
Confidentiality & Governance
- Handle confidential information carefully and with discretion
- Follow company policies and data protection standards in all administrative activity
- Provide accurate information and administrative support to assist the EA team and wider business stakeholders
What We're Looking For
Skills & Competencies
- Good organisational and time management skills, with a willingness to learn and develop further
- Clear communication skills and a professional approach
- Good attention to detail and accuracy
- Proactive, adaptable and keen to learn
- Ability to manage a varied workload, prioritise tasks and ask for guidance when needed
- Willingness to learn and build confidence using Google Suite following Navan Migration
- Basic to good MS Office skills, including Outlook, Word, Excel, PowerPoint and Teams
- Awareness of AI tools and willingness to use them responsibly to support administrative tasks, improve efficiency and enhance ways of working
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Personal Attributes
- Collaborative team player with a positive attitude
- Eager to learn, develop and take on new responsibilities over time
- Professional, approachable and reliable
- Discreet and trustworthy
- Calm, flexible and willing to support where needed
Equal Opportunities
At Reed & Mackay we welcome everyone with an open mind and an open heart. This is because we know peoples' different experiences, identities and backgrounds helps us to build a culture where everyone can collaborate and be their authentic selves, whilst feeling safe, valued and included.
Reed & Mackay is committed to providing equal opportunities by assessing all potential candidates according to their skills, knowledge, qualifications and capabilities. No regard will be given to factors such as age, gender, sexual orientation, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion, disability or neurodivergence, or other applicable legally protected characteristics when making any employment decisions, including hiring.
Reasonable adjustments or accommodations will be provided, where required, and in line with local laws, to candidates who have a disability or are neurodivergent. Please notify us of your requirements at recruitment@reedmackay.com.
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