- Junior
- Optionales Büro in Glasgow
Reporting directly to the Central Services Director, the Administration Coordinator will support the delivery of central services to aid the wider project delivery team with the planning, preparation and execution of the Glasgow 2026 Commonwealth Games. The role will be required to assist with the coordination, planning and delivery of activities related to team onboarding and logistics, administration, IT and information management systems, policies and procedures, meetings and social activities programme.
We are seeking a bright, enthusiastic individual with a commitment to delivering a world-class visitor experience in a fast-paced, dynamic environment. This is an exciting opportunity for someone eager to learn and develop their skills in event operations within a dynamic, fast-paced environment.
Key Responsibilities
- Support the central services team with day-to-day administration and tasks management
- Assist the Central Services Lead, Workforce and Volunteer Managers and Trivandi Academy Lead with the onboarding of new staff, ensuring a seamless and warm welcome to new members of the team.
- Support on tasks related to team logistics and services including but not limited to travel and accommodation, IT setup and administration, access to shared folders, files and system, office supplies and equipment
- Manage meeting room bookings, set up and IT, and welcoming of visitors on behalf of team members. Provide ad hoc administration support including meeting notes, presentation preparation support and integration of virtual interactive activities.
- Assist with the development and implementation of central services policies, processes and procedures, and contribute to the continual improvement and streamlining of processes.
- Support the Integrated Planning team with documentation management, ensuring documentation is stored according to agreed policies including file naming conventions, and is accessible by all required stakeholders
- Support the Trivandi Academy team with compliance training tracking and e-learning audits, ensuring employees complete their training by monitoring progress and sending reminders to those with outstanding requirements.
- Assist with the coordination of team social activities and outings, including planning and ideation of activities, venue booking, liaison with venue contacts, management of itineraries, communication and logistical management on the day.
- Provide support across the central services and operations teams on various project milestone based administrative tasks as required, ensuring smooth coordination and efficient completion of assigned task.
Skills, Knowledge and Expertise
Experience
- Experience working in a high-paced, dynamic environment with requirement to be flexible and adaptable, and the need to problem-solve quickly and efficiently.
- Desired experience of working in a large-scale event environment, with both pre-planning and event delivery experience.
- Demonstrated experience of coordinating multiple stakeholders of all levels and with different priorities.
- Proven ability to deliver according to timelines and set milestones.
- Experience setting up systems, processes and tracking tools to aid efficient planning, monitoring and reporting of tasks.
Competencies
- Strong communication, collaboration, and organisation skills
- Problem-solving and adaptability, as this role requires quick thinking to address unexpected challenges
- Highly organised with excellent prioritisation and time management skills.
- Excellent written and verbal communication skills for internal communications, reporting to management and engaging with diverse audiences
Behaviours
- Exceptional attention to detail and high level of accuracy
- Excellent relationship builder with ability to make strong contributions to diverse teams and interact with a wide variety of internal and external clients and audiences
- Embraces feedback, lessons learned, and best practices to enhance planning and delivery across all central service systems.
