Office Coordinator / Executive Support at AHEAD – Reading, Minnesota

Role Overview

This role blends Office coordination and HR administration with executive‑level support to our Executive Vice President, Sales, EMEA to deliver a world‑class experience for customers, partners, and employees, while ensuring the UK office operates smoothly and efficiently.

The role would suit candidates with prior experience across some or all of these areas, or candidates looking to take the next step in their career who can clearly demonstrate where they are ready to operate independently and where they are seeking development. As AHEAD continues to grow, there will be real scope to specialise in one of the defined areas, depending on the individual’s strengths and career ambitions.

To be considered for this role, you must have the right to work in the UK. Visa sponsorship is not available for this role.

Executive Support (25%) and Executive Briefing Centre (EBC) Coordination (25%)

• Provide proactive executive‑level support to the Executive Vice President, Sales, EMEA.
• Manage complex, fast‑changing calendar including internal and external meetings, client briefings, travel, and key deadlines, anticipating and resolving conflicts.
• Prepare, format and edit correspondence, presentations, reports and briefing materials, ensuring accuracy, consistency and professionalism.
• Coordinate domestic and international travel, including itineraries, accommodation, ground transportation and any last‑minute changes.
• Manage, track and process expenses and related documentation in line with company policies.
• Support the Executive Briefing Program, in delivering a world‑class customer experience for briefings hosted in the UK (in‑person, virtual and hybrid).
• Coordinate briefing logistics, including room bookings, catering, hospitality and visitor arrangements. Ensuring to liaise with internal IT for onsite IT/AV support for all events.
• Liaise with EVP and/or internal stakeholders to bring together agreed agendas, briefing packs, attendee lists, speakers, demo and follow-up materials using existing templates and content.
• Help capture and track feedback, outcomes and follow‑up actions from briefings, feeding into continuous improvement of the program.

Office Coordination including HR Administrative Support (50%)

• Act as the primary point of contact for UK office operations.
• Ensure the office environment is professional, and welcoming, maintaining meeting rooms, shared spaces, and workstations to a high standard.
• Support office systems and processes (e.g. access control, visitor management, local vendor relationships) and recommend improvements where needed.
• Coordinate internal meetings, town halls, and UK events.
• Arrange business travel for UK-based employees in line with company policy.

• Provide HR administrative support, including onboarding/off boarding and recruitment coordination.
• Help coordinate local employee engagement, learning, and wellbeing initiatives.
• Provide a visible, approachable point of contact for day‑to‑day employee queries related to the office environment, local events, and basic HR processes, escalating to People & Culture where appropriate.

Essential

• Experience across at least two of the following: office coordination, executive support, event/briefing coordination, or HR administration.
• Strong organisational skills with the ability to manage multiple priorities in a fast-paced environment.
• Excellent communication and stakeholder management skills, including interaction with senior leaders and clients.
• Proven ability to coordinate events, meetings, or customer experiences end-to-end.
• High level of professionalism, discretion, and attention to detail.
• Proactive, solutions-focused mindset with strong problem-solving ability.
• Comfortable working independently and making decisions with minimal supervision.
• Proficiency in Microsoft Office 365.
• Experience in a fast-paced, growth-oriented or technology environment.
• Typically, 3–5 years’ relevant experience.

Desirable

Qualifications

• Good general education (e.g. GCSEs and/or A‑levels (or equivalent).
• Relevant qualifications in business administration, events management, or similar would be beneficial but not essential.
• Additional professional training (e.g. Microsoft Office, HR admin, project coordination) would be advantageous.

• Monday to Friday, 9.30 am – 5.30 pm
• Primarily onsite with occasional hybrid flexibility.
• Occasional flexibility is required to support events and global time zones.