Executive Support Coordinator

Job Description The Role The Centre of Excellence (COE) is the operational heart of SmartPA, driving strategy, quality governance, and operational agility across our accounts. As a delegation coordinator, you will embody SmartPA’s culture of precision and 'Right First-Time' execution, acting as a high-level operational partner for leaders at a global tech giant. This position will work on a ‘dedicated’ basis, supporting the global tech giant in a full-time capacity, and serving as strategic bridge - providing dynamic support for leaders who require strategic operational partnership rather than transactional administration. Operating as an extension of executive leadership, you will combine business context to autonomously manage complex calendars, high-touch global travel, and expenses. Supporting an initial pilot cohort of 6 EMEA leaders with scope for global expansion, you will defend focus time, streamline daily rhythms, and uphold SmartPA’s standards of discretion and client delivery. Key Responsibilities and Skills Key responsibilities What your day will look like Strategic calendar management: Triage, prioritise, and resolve complex multi-region calendar conflicts independently, ensuring schedules align with executive business goals. Proactive calendar optimisation: Audit diaries toidentifyfriction points,eliminatecontext-switching, defend deep focus blocks, and recommend workflow improvements. End-to-end travel & expense management: Plan complex international travel itineraries and process expenses accurately and promptly in full alignment with internal policy guidelines. Cross-functional collaboration & governance: Act as a professional representative of SmartPA. Build collaborative, high-trust relationships with internalstakeholders, and cross-functional teams to streamline operational workflows. Skills About You You are a context-driven operational partner who thrives in fast-paced, ambiguous environments. You naturally stay "one step ahead"- understanding the "why" behind requests, identifying potential bottlenecks early, and executing solutions without needing step-by-step guidance. Experience What You Bring Core experience: At least 2 years of hands-on experience managing complex scheduling, calendar coordination, and travellogistics(from a PA/EA background or an operational coordinator role with strong transferable skills). Autonomous execution: Proven ability to assess complex situations independently, evaluate options, and resolve operational roadblocks with minimal guidance. Contextual awareness & critical thinking: Strong business acumen to navigate matrixed organisations, ask probing questions, and exercise sound judgment. Scheduling fluency: Experience using modern productivity and calendar tools to streamline time-zone conversions, automate routine tasks, andeliminatemeeting friction. Clear communication: Ability to adapt your tone effortlessly across stakeholders-from quick chat updates with technical teams to formal communications with executive leaders. Google Workspaceexpertise: Expert-level mastery of Google Workspace (Calendar, Sheets, Docs, Slides, Drive) and asynchronous communication tools. Operational precision & discretion: High attention to detail, strict compliance standards, and absolute integrity when managing sensitive information. Nice To Have Process design: A passion for auditing workflows,establishingstandardised delegation protocols, and removing manual effort across the team. AI & digital fluency: Hands-on experience using generative AI tools (like Gemini) to accelerate research, data handling, and administrative workflows. Work Remotely Remote Schedule Schedule, Location & Start Date Job type: Full-time, permanent (37.5 hours per week) Start date: Immediate / As soon as possible Location: Remote Schedule: Monday to Friday, aligned with UK working hours (09:00–17:30 UK time) South Africa Standard Time (SAST) alignment: 29 March – 25 October (UK BST): 10:00–18:30 SAST 26 October – 28 March (UK GMT): 11:00–19:30 SAST Job Type Full-time, permanent (37.5 hours per week) What's in it for you? What We Offer At SmartPA, we believe in rewarding talent, nurturing excellence, and supporting continuous professional growth: Competitive base salary Department performance incentives 33 days paid holiday (because rest fuels greatness) Employee Assistance Programme (EAP) Ongoing career development within SmartPA’s global operational framework How to Apply Our Recruitment Process Please submit your CV along with a cover letter outlining how your skills, experience and achievements align with the requirements of the role. Throughout the recruitment process, we will assess candidates against the key competencies and responsibilities outlined in the job profile. The selection process consists of two interview stages and skills testing. Please note: we receive a high volume of applications so sometimes it can take us a little longer to get in touch. We welcome enquiries to our recruitment@smart-pa.com inbox. About us SmartPA delivers world-class, human-centred, tech-enabled PA and business support to organisations of all sizes across the globe. By combining smart systems, streamlined processes and exceptional people, we help our clients accelerate their growth and scaling plans. From ambitious SMBs to global corporations, our client portfolio has included organisations such as Google, Clarion Events, BBC and Krispy Kreme, all of whom rely on us as a trusted extension of their teams. We pride ourselves on delivering a service that is professional, proactive and dependable — but what truly sets us apart is our people. Our team is ambitious, supportive and passionate about what we do, and many of our colleagues have built long-term careers with us from a wide range of professional backgrounds. As a female-founded business built on collaboration, trust and shared success, we champion career development, flexible working and meaningful progression. We believe in creating an environment where people feel supported, valued and empowered to grow.