Executive Assistant & Business Support Coordinator

About Us

Energy Management Solutions (EMS) is a fast-growing engineering-led business operating across the UK, delivering specialist temporary power, critical power systems, generator solutions and infrastructure support.

We’re building something ambitious and are looking for somebody who wants to grow with us.

This is not a corporate environment where you’ll be a small cog in a large machine. You’ll become a key part of a close-knit leadership team, helping three directors maximise their time and keep the business running smoothly.

We’re particularly open to flexible working arrangements and welcome applications from candidates returning to work after a career break, including parents returning after raising children.

Attitude, organisation, and willingness to learn matter more to us than ticking every box.

The Role

We are looking for a proactive, highly organised Executive Assistant & Business Support Coordinator to support three company directors.

Your role will focus on protecting director time, improving organisation across the business, and ensuring day-to-day administration runs efficiently.

You’ll help turn emails into action plans, manage priorities, coordinate logistics, and support the wider business with administration and operational tasks.

No two days will be the same.

Key ResponsibilitiesDirector Support

• Managing and monitoring director email inboxes
• Drafting and responding to emails
• Creating and managing action lists from emails
• Organising calendars and appointments
• Booking meetings and arranging diaries
• Prioritising workloads and helping directors stay focused on high-value activities

Administration & Business Support

• Raising purchase orders (POs)
• Producing and sending invoices
• Managing project administration
• Organising accommodation, travel and flights
• Maintaining business task trackers and to-do systems
• Chasing outstanding information internally and externally
• Updating systems and maintaining accurate records
• Supporting operational and finance administration
• Assisting with document preparation and formatting
• Helping improve internal processes and organisation

Team Coordination

• Supporting communication between departments
• Helping maintain visibility of business priorities
• Coordinating actions across directors and wider teams
• Supporting general office administration

About You

You are:

• Highly organised
• Detail-focused
• Proactive rather than reactive
• Comfortable managing multiple priorities
• Confident communicating professionally via email and phone
• Good with technology and willing to learn systems quickly
• Able to work independently
• Calm under pressure
• Someone who takes pride in helping people stay organised

Experience Preferred

• Administration, Executive Assistant, Office Manager, Project Coordinator or similar experience
• Strong Microsoft Office skills
• Comfortable using digital systems and task management tools
• Experience with invoicing, POs or finance administration beneficial but not essential

What We Offer

• Flexible working arrangements
• Part time or full time considered
• Opportunity to grow with a rapidly expanding business
• Supportive leadership team
• Varied and interesting work
• Real responsibility and opportunity to make an impact
• Potential future progression as the business grows