Executive Coordinator

About the Role

The Executive Coordinator is a trusted operational backbone of the business, ensuring the smooth running of the office, providing high-quality executive support to the CEO and Managing Director, and delivering seamless coordination of internal and external events.

This is a high-trust, high-impact role at the centre of the organisation. You’ll enable senior leaders to operate at pace, create a professional and welcoming office environment, and bring structure to the daily rhythm of a fast-growing consultancy. Reporting into the People Director, you’ll work closely with the leadership team, Marketing, Delivery and Associates to ensure the business runs smoothly behind the scenes.

Key Responsibilities

Executive Support (CEO & Managing Director)

• Own the end-to-end diary management for the CEO and Managing Director, protecting priorities, resolving clashes and ensuring time is used effectively.

• Coordinate internal and external meetings, including leadership, board and client sessions.

• Prepare and coordinate agendas, meeting packs and logistics where required.

• Handle sensitive information and communications with complete discretion.

• Act as a professional, proactive first point of contact for both leaders.

Office Management & Operations

• Run the day-to-day operation of the office, ensuring it is always organised, fully stocked, welcoming and client-ready.

• Own supplier coordination for facilities, catering, equipment, stock, stationery and general office services.

• Manage weekly office stock orders (snacks, drinks, hospitality supplies), including forecasting based on office usage and events.

• Maintain oversight of Amazon and supplier purchasing for soft drinks, ad hoc equipment and event materials.

• Be the central point of contact for all office-related queries, logistics and problem-solving.

Meeting Rooms, Diaries & Building Coordination

• Oversee meeting room bookings, resolve clashes and actively manage space availability across the office.

• Work with senior leadership to ensure non-public meetings are manually blocked into room schedules to protect critical spaces.

• Coordinate with building management (GPE) on access, shared space bookings and building communications.

• Manage access to communal spaces such as the Ground Floor Boardroom and Floor 9 Lookout.

Associates, Visitors & Pass Management

• Oversee the visitor and associate pass management process, ensuring passes are allocated, tracked, recovered and deactivated where required.

• Coordinate daily associate arrivals with Delivery Coordinators, ensuring passes, rooms and reception cover are in place.

• Be the named operational owner for building access, front desk systems and escalation with building management.

Events & Engagement (with Marketing)

• Support the planning and delivery of client-facing events in partnership with Marketing.

• Coordinate internal engagement events including summer and winter parties, team offsites and all-hands sessions.

• Manage venues, catering, suppliers, RSVPs, room setup and on-the-day logistics.

• Support senior stakeholders during events to ensure a seamless experience.

New Starter Experience & Office Orientation

Coordinate office onboarding for new starters, including:

• Desk setup

• Equipment readiness

• Pass access coordination

• Welcome experience

• Deliver full office and building orientation tours covering safety, facilities, access and shared spaces.

• Manage cubby locker allocation and access tracking.

• Own coordination with building management for new starter digital access.

People & Culture Support

• Support the People Director with operational and administrative coordination as required.

• Own the operational delivery of staff gifts for birthdays and work anniversaries, ensuring dietary needs are considered.

• Support culture, wellbeing and engagement initiatives through hands-on delivery.

Who You Are and How You’ll Make an Impact

You’re a highly organised, proactive professional with experience in executive coordination, office management or business operations. You thrive in fast-paced environments where priorities shift quickly and where your ability to anticipate needs, bring order to complexity and own outcomes makes a visible impact.

You’re confident working with senior leaders, naturally service-oriented, and trusted with sensitive information. You bring structure, warmth and pace to the organisation - ensuring leaders stay focused, teams feel supported, and clients experience Tecknuovo at its best from the moment they walk through the door.

Success in this role means:

• Executives whose time is protected and well-prioritised.

• A high-performing, welcoming and well-run office.

• Smooth daily operations with no friction for teams or consultants.

• Flawlessly delivered client and internal events that reflect Tecknuovo’s professionalism and culture.

A Day in the Life

Reporting to our People Director, you’ll work closely with the CEO and Managing Director, while collaborating daily with Marketing, Delivery Coordinators and the wider business.

A typical day might include:

• Managing competing diary priorities for senior leaders.

• Coordinating associate arrivals and visitor access for the day.

• Resolving meeting room clashes and preparing spaces for stakeholders.

• Liaising with suppliers for stock, catering or equipment.

• Supporting Marketing with logistics for a customer event.

• Preparing the office for a client visit or leadership session.

• Welcoming a new starter and delivering their office induction.

This is a varied, people-facing role where no two days look the same. You’ll blend operational rigour with adaptability, structure with service, and ownership with warmth to keep Tecknuovo moving at pace.