Executive Assistant / Operations Coordinator Full Time NEW

Location: Birmingham – Jewellery Quarter (Office Based)

About Us

We are a growing international coloured gemstone wholesaler with operations in the UK, USA, and Thailand. We supply natural gemstones to jewellery retailers, manufacturers, and trade professionals worldwide.

We are seeking an organised, proactive, and highly capable Executive Assistant / Operations Coordinator to work directly with the Managing Director and support the day-to-day running of the business.

This is a varied role that offers exposure to all areas of the company, from operations and finance to exhibitions, projects, and business development.

The Role

The successful candidate will work closely with the Managing Director, helping coordinate activities across multiple offices, departments, and projects. The role requires someone who is highly organised, able to manage competing priorities, and comfortable taking ownership of tasks from start to finish.

The position is ideal for someone who enjoys problem-solving, improving processes, and helping a growing business operate more efficiently.

Key Responsibilities

Executive Support

• Assist the Managing Director with day-to-day business activities.
• Manage emails, correspondence, and follow-up actions.
• Coordinate meetings, appointments, and schedules.
• Ensure important tasks and deadlines are tracked and completed.

Operations & Project Coordination

• Coordinate communication between UK, USA, and Thailand offices.
• Manage and track ongoing business projects.
• Liaise with suppliers, customers, and external partners.
• Identify and help implement improvements to systems and processes.
• Assist with business expansion initiatives and new projects.

Finance & Administration

• Work closely with the company’s accountants and bookkeepers.
• Assist with gathering information required for VAT returns, management accounts, and year-end reporting.
• Monitor invoices, payments, expenses, and outstanding items.
• Help ensure financial records and business documentation are organised and up to date.
• Liaise with banks, insurance providers, and other service providers when required.

Travel & Event Coordination

• Organise travel, accommodation, and logistics for staff and management.
• Coordinate UK and international trade show requirements.
• Assist with exhibition planning and event administration.

General Business Support

• Prepare reports, spreadsheets, and presentations.
• Support recruitment and onboarding activities.
• Assist with customer and supplier communications.
• Handle ad hoc projects and administrative tasks as required.

Skills & Experience

• Excellent organisational and time management skills.
• Strong attention to detail.
• Excellent written and verbal communication skills.
• Confident using Microsoft Office, particularly Excel, Word, and Outlook.
• Comfortable working independently and taking ownership of tasks.
• Strong problem-solving ability and a proactive approach.
• Professional, reliable, and trustworthy.
• Previous experience in an Executive Assistant, Operations Coordinator, Office Manager, Project Coordinator, or similar role would be beneficial.

Ideal Candidate

We are looking for someone who enjoys being the person who makes things happen. The ideal candidate will be organised, resourceful, and capable of managing a wide range of responsibilities while maintaining a high level of accuracy and professionalism.

This role offers the opportunity to become a key member of the team and work directly with senior management in a growing international business.