Global Office & Executive Coordinator

Location: Cape Town, South Africa – Brickfield Canvas

Employment Type:Temporary Contract

Reporting to: Chief Executive Officer

Role Overview

An opportunity is available for an experienced Global Office & Executive Coordinator to oversee the smooth, safe and compliant running of office operations and facilities across multiple international locations, while providing high-level Executive Assistant support to the Global CEO and Executive Committee (ExCo).

Based in Cape Town, the successful candidate will establish and maintain consistent operational standards across international offices, including Cape Town, London, Leicester and Australia. The role will also lead the coordination of global health and safety requirements.

In addition, the position will provide comprehensive executive support, managing complex diaries, international meetings, travel arrangements and administrative requirements to ensure the CEO and ExCo are well organised and supported.

Key Responsibilities

1. Global Office & Facilities Management

• Oversee the day-to-day management of international offices, ensuring consistent standards for office operations, presentation and maintenance.
• Act as the main point of contact for landlords and building management in Cape Town and coordinate office requirements across other international locations.
• Manage office service contracts, including renewals, supplier performance and cost-effectiveness.
• Manage office budgets, monitoring expenditure on supplies, catering, facilities and services, and reporting to Finance when required.
• Maintain records and processes for desk allocations, parking and office access.
• Manage office supplies, deliveries, visitor management and access passes.
• Ensure office security procedures are followed across all locations.
• Support the onboarding of new employees, including office inductions, access arrangements and office tours.
• Coordinate office events, team celebrations, radiologist events and stakeholder visits, including catering and logistics.
• Support compliance with privacy, data protection and governance requirements.
• Manage company policies and procedures in collaboration with the Governance & Risk team, including policy reviews and communicating updates to employees.
• Distribute regular office communications, including newsletters, training reminders, policy updates and building-related notices.

2. Health & Safety Management

• Lead the global coordination of health and safety across all office locations, ensuring compliance with applicable local legislation.
• Maintain risk assessments, safety registers and compliance records for all offices.
• Keep First Aider and Fire Marshal registers up to date and coordinate training and renewals.
• Ensure fire drills, evacuation signage, first aid supplies and emergency procedures are in place and regularly tested.
• Coordinate statutory inspections and testing, including PAT testing and fire equipment checks.
• Support health and safety audits and inspections, including ISO and QSI audits, and ensure corrective actions are followed through.
• Conduct Display Screen Equipment (DSE) assessments when required.
• Maintain up-to-date business continuity plans for each office in collaboration with IT and People & Culture.
• Manage contracts with health and safety providers.
• Ensure workplace incidents and near misses are recorded, investigated and reported in line with local requirements.
• Provide regular reports to ExCo on health and safety compliance, risks and outstanding actions.

3. Executive Assistant Support to the Global CEO & ExCo

• Manage the Global CEO's diary, prioritising meeting requests, resolving scheduling conflicts and protecting time for strategic priorities.
• Manage the CEO's inbox, prioritising communications and drafting responses where appropriate.
• Schedule and coordinate meetings across multiple time zones, including the UK, South Africa and Australia/New Zealand.
• Ensure the CEO is fully prepared for meetings, with relevant agendas and supporting documents provided in advance.
• Provide diary and meeting support to ExCo, including scheduling meetings, preparing agendas, taking minutes and following up on action points.
• Coordinate the annual Board meeting cycle in collaboration with the CFO and wider management team.
• Prepare and distribute Board packs and ensure documentation is completed accurately and on time.
• Prepare presentations, reports and other documents for senior leadership meetings.
• Act as a key point of contact between the Global CEO and internal and external stakeholders, including Board members and investors.
• Coordinate complex international travel arrangements, including flights, accommodation, ground transport and visa requirements.
• Process expenses for the Global CEO and ExCo.
• Lead ad-hoc projects on behalf of the CEO and ExCo, tracking progress and ensuring deadlines are met.
• Handle highly confidential and sensitive information with complete discretion.

4. Teamwork & Communication

• Work collaboratively with colleagues across different departments and international locations.
• Develop and maintain strong working relationships with internal and external stakeholders.
• Communicate effectively and professionally at all levels of the organisation.
• Provide support, guidance and assistance to colleagues when required.
• Maintain a high standard of service delivery and professionalism.

Minimum Requirements

• Proven experience in office or facilities management, ideally within a multi-site environment.
• Previous experience as an Executive Assistant supporting a senior executive.
• Demonstrated experience managing complex executive diaries and coordinating meetings.
• Working knowledge of health and safety practices and relevant legislation.
• Experience coordinating risk assessments, audits and workplace inspections.
• Experience managing suppliers, service contracts and operational budgets.
• Ability and willingness to work full-time from the Cape Town office.

Skills & Competencies

• Excellent organisational and time-management skills.
• Ability to manage competing priorities and work under pressure.
• Strong written and verbal communication skills.
• Excellent interpersonal and stakeholder management abilities.
• High levels of professionalism and discretion when handling confidential information.
• Proactive problem-solving skills and the ability to work independently.
• Strong attention to detail and ability to identify potential risks.
• Ability to create, maintain and update policies and procedures.
• Strong Microsoft Office skills, particularly Outlook, Word, Excel and Teams.
• Ability to work effectively with international teams across different time zones.
• Flexibility to occasionally work outside standard business hours to support international colleagues.
• Willingness to travel to other international offices when required.

Desirable Experience

• Experience working within a global or multi-country organisation.
• Experience coordinating operations across multiple international offices.
• Previous experience working across different international time zones.
• Experience within a healthcare or professional services environment.