Site Coordinator

This role is responsible for planning, coordinating and managing visits from the CTO, Executive Leadership Team and other senior stakeholders, while providing high-level administrative support to the Technology leadership team. The successful candidate will bring exceptional organisational capability, sound judgement and the ability to manage complex calendars, priorities and events with confidence.

Key Responsibilities:

• Plan, coordinate, and manage visits from the CTO, executive leadership team, customers, and other senior stakeholders.
• Develop detailed visit agendas and schedules in partnership with Executive Assistants and business leaders.
• Ensure meeting rooms, collaboration spaces, AV equipment, and technology are fully operational before each visit.
• Coordinate catering, visitor access, security requirements, transport, and accommodation where required.
• Act as the on-site host and primary point of contact during executive visits.
• Anticipate and resolve logistical issues to ensure a seamless visitor experience.
• Maintain site readiness by ensuring meeting areas, collaboration spaces, and demonstration environments are prepared and presentable.
• Coordinate with Facilities, Workplace Services, Security, and IT support teams to resolve site-related issues.
• Monitor site requests and coordinate timely completion of actions.
• Support office events, leadership meetings, town halls, and employee engagement activities.
• Arrange team meals (lunches and dinners) for department building and morale.
• Coordinate logistics for Tech Townhalls, including scheduling, venue/room setup, catering, and slide deck collection.
• Plan and execute both internal and external Tech events, managing vendor communications, attendee lists, and on-the-day logistics.

Administrative & Office Support:

• Manage executive calendars using Microsoft Outlook, coordinating internal and external meetings across multiple time zones.
• Create and manage departmental distribution lists to ensure effective internal communication.
• Book flights, hotels, and transportation through Concur, ensuring cost efficiency and adherence to travel policy.
• Prepare, submit, and track expense reports accurately and promptly using Concur.
• Draft, proofread, and send professional emails and communications on behalf of executives.
• Maintain and organize departmental SharePoint sites, ensuring easy access to documents and accurate version control.

Qualifications & Skills:

• Experience within an enterprise IT or technology organisation.
• Knowledge of workplace technology and audio-visual systems.
• Experience supporting executive events or leadership meetings.
• Project management or coordination certification is advantageous.
• Proven experience as an Executive Assistant or similar administrative role, preferably within a Tech or IT department.
• Executive stakeholder management.
• Meticulous attention to detail and ability to multitask under pressure.
• Discretion and ability to handle confidential information.
• Strong organizational skills with the ability to prioritize workloads.
• Communication and relationship building.

Technical Proficiency:

• Expert knowledge of Microsoft Outlook (Calendar and Email).
• Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint).
• Experience with Microsoft Forms and SharePoint.