Executive Support & Project Coordinator - #2166095

Executive Support & Project Coordinator

Hybrid - Birmingham

We are recruiting for a fast-paced, dynamic and ambitious professional services organisation experiencing significant growth through an active acquisition strategy.

As the business expands, it is developing a dedicated Project function to coordinate acquisitions, bring businesses together, align operations and deliver business improvement across the organisation.

This is an exciting opportunity for an experienced Project & Executive Support Coordinator to work closely with the Head of Integration, combining high-level executive assistance with project coordination, governance and stakeholder management.

We are looking for someone who has previously supported senior executives at EA level, but whose experience extends beyond traditional executive support into projects, business operations or governance. You will play a central role in keeping multiple integration projects organised, documented and progressing.

Executive support

• Providing high-level EA support to the Head of Integration, including complex diary and inbox management, correspondence, travel and meeting arrangements.
• Anticipating priorities, managing competing demands and ensuring the Head of Integration is fully prepared for meetings and key decisions.
• Acting as a central point of coordination between senior leaders, project teams and internal stakeholders.
• Handling commercially sensitive information with discretion, professionalism and sound judgement.

Project coordination, documentation and governance

• Preparing, organising and maintaining project documentation, including integration plans, project schedules, action trackers, risk and issue registers, decision logs and status reports.
• Coordinating steering committees, project meetings and integration workshops, preparing agendas, governance packs, supporting papers and accurate minutes.
• Recording decisions, actions, owners and deadlines, proactively following up with stakeholders to ensure progress and accountability.
• Maintaining acquisition integration checklists and supporting documentation to track activities from initial planning through to operational integration.
• Coordinating information and documentation across Finance, HR, IT, Legal Operations and Compliance, ensuring project records remain accurate, current and accessible.
• Supporting the preparation of progress updates and reports for senior leadership, highlighting milestones, dependencies, outstanding actions and emerging issues.
• Organising integration workshops, site visits, stakeholder meetings and onboarding activities involving newly acquired businesses.
• Developing and maintaining consistent project templates, document controls and administrative processes as the Integration function evolves.
• Supporting multiple business improvement initiatives, helping coordinate priorities, deadlines and deliverables.

Applicants must have previous experience as an Executive Assistant or Senior PA supporting Directors, Partners or senior leadership, alongside practical involvement in project coordination, governance or business operations.

We are particularly interested in candidates from investment management, corporate finance, legal or consultancy or wider professional services environments.

You will bring:

• Proven experience providing high-level executive support within a demanding corporate environment.
• Experience coordinating projects, maintaining documentation, tracking actions and supporting governance processes.
• Confidence preparing senior-level meeting papers, taking accurate minutes and producing structured reports.
• Excellent Microsoft Office skills, particularly Excel, Word and PowerPoint.
• The confidence to engage with senior stakeholders, anticipate requirements and follow through on commitments.

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