Executive Support & Project Coordinator

West Midlands | Hybrid | £40,000–£50,000

An excellent opportunity has arisen for an experienced Executive Assistant / Project Coordinator to join a fast-paced, dynamic professional services organisation undergoing significant growth through acquisitions.

Our client is an ambitious, investment-backed business developing a dedicated Integration function to support acquisitions, operational change and business improvement.

Working closely with the Head of Integration, you will provide high-level executive support alongside hands-on project coordination, documentation and governance across multiple business integration initiatives.

This is an interesting and varied opportunity for an experienced EA or Senior PA whose responsibilities have extended into projects, business operations or governance, and who enjoys working in a commercially focused, evolving environment.

Key responsibilities

Project coordination and governance

• Preparing and maintaining project documentation, including integration plans, project schedules, action trackers, risk and issue registers, decision logs and progress reports.
• Coordinating project meetings, steering committees and integration workshops, including agendas, meeting packs, accurate minutes and follow-up actions.
• Maintaining acquisition integration checklists, project records and supporting documentation throughout the integration process.
• Monitoring project milestones, deadlines, outstanding actions and dependencies, proactively following up with stakeholders.
• Supporting the preparation of governance papers, project updates and management reports for senior leadership.
• Coordinating documentation and information across Finance, HR, IT, Operations and Compliance.
• Organising stakeholder meetings, site visits, onboarding and induction activities involving newly acquired businesses.
• Developing and maintaining project templates, document controls and administrative processes.
• Supporting Project Managers, Business Analysts and Business Change professionals across multiple integration and business improvement initiatives.

Executive support

• Providing comprehensive EA support to the Head of Integration, including complex diary and inbox management, correspondence, travel and meeting arrangements.
• Managing competing priorities and ensuring effective preparation for meetings, presentations and key decisions.
• Acting as a central point of contact between senior leadership, project teams and stakeholders.
• Handling confidential and commercially sensitive information with discretion and professionalism.

Candidate requirements

We are looking for an experienced Executive Assistant, Senior PA or Project Coordinator with a strong background in executive support and practical experience of project administration, documentation or governance.

Ideally, you will have worked within legal, investment management, corporate finance, accountancy, consultancy or wider professional services.

You will demonstrate:

• Previous experience providing high-level EA support to Directors, Partners or senior executives.
• Experience coordinating projects, maintaining project documentation, tracking actions and supporting governance processes.
• Excellent organisational skills and the ability to manage multiple priorities and deadlines.
• Strong minute-taking, report preparation and document management skills.
• Advanced working knowledge of Microsoft Office, particularly Excel, Word and PowerPoint.
• Confidence communicating with senior stakeholders and following up on actions.
• A proactive, methodical approach with exceptional attention to detail and sound judgement.

Experience supporting acquisitions, business integration, corporate transactions, operational change or regulatory compliance would be a significant advantage.

The opportunity

This is an opportunity to join a growing professional services organisation at an exciting stage of its development.

You will work closely with senior leadership and an experienced team of project and change professionals, contributing to the coordination and governance of a significant acquisition and integration programme.

The successful candidate will combine the professionalism and discretion of an experienced Executive Assistant with the organisation, accuracy and follow-through required for effective project coordination.

Katie Bard is acting as an agency an is an equal opportunities employer.