Who is HelloKindred?

HelloKindred are specialists in staffing marketing, creative and technology roles, offering a range of talent solutions that can be delivered on-site, remotely or hybrid.

Our vision is to make work accessible and people’s lives better. We do this by disrupting traditional employment barriers – connecting ambitious talent to flexible opportunities with trusted brands.

Anticipated Contract End Date/Length: Permanent, Full-Time
Work set up: Hybrid

We are looking for a Senior EA/PA and Commercial Operations Coordinator to provide executive support to senior leadership while driving commercial operations, contract administration, client experience, and operational coordination across the business. This role combines high-level executive assistance with commercial operations management, supporting contract lifecycle activities, RFP coordination, CRM reporting, financial administration, and client engagement initiatives within a fast-paced, C-suite environment.

What you will do:

• Manage executive diaries, calendars, and competing priorities for senior leadership.
• Coordinate domestic and international travel, including flights, accommodation, transportation, itineraries, and boarding passes.
• Book meeting rooms, venues, and executive meetings across multiple locations.
• Organize client events, forums, executive meetings, and networking activities.
• Coordinate client gifting initiatives, welcome packs, branded merchandise, and inbound client visits.
• Maintain project trackers, task management systems, and document control processes using Microsoft Planner.
• Own and maintain the commercial operations calendar, including growth calls, account reviews, partner meetings, marketing reviews, budgeting, and forecasting cycles.
• Prepare and distribute sales reports, financial reports, presentation packs, and executive meeting materials.
• Schedule recurring meetings, record meeting minutes, and track action items through completion.
• Support and maintain commercial systems, client intelligence platforms, playbooks, and operational processes.
• Coordinate RFP responses from initial briefing through final submission while managing timelines and cross-functional contributions.
• Manage the commercial contract lifecycle, including drafting support, approvals, execution, renewals, amendments, storage, and risk identification.
• Maintain CRM data, commercial trackers, and client service records to ensure accuracy and reporting integrity.
• Produce regular commercial and client service reporting for executive leadership.
• Coordinate client handovers from commercial teams to delivery, accounts payable, and purchase order setup.
• Manage invoice allocation, expense processing, credit card reconciliations, and finance documentation.
• Prepare budget expenditure reports and support procurement activities.
• Upload contracts and invoices to approval systems and monitor approval workflows.
• Order office supplies and manage ad hoc procurement activities.
• Act as the primary operational contact for commercial and client service teams.
• Coordinate communications with clients, executive assistants, and internal stakeholders.
• Prepare executive briefing packs and supporting documentation for internal and external meetings.
• Provide occasional personal assistance to senior executives, including travel arrangements, appointments, contractor coordination, and administrative support.

• Proven experience as a Senior Executive Assistant, Executive Assistant, or Personal Assistant supporting C-suite executives.
• Experience working within a fast-paced corporate or professional services environment.
• Strong experience coordinating executive calendars, international travel, meetings, and logistics.
• Experience supporting commercial operations, sales operations, or business operations.
• Experience coordinating RFP responses and proposal management is advantageous.
• Experience managing commercial contracts throughout the contract lifecycle is advantageous.
• Proficiency using CRM platforms such as HubSpot or similar systems.
• Experience preparing reports, presentation materials, executive dashboards, and meeting documentation.
• Strong project coordination and task management skills.
• Experience using Microsoft Office applications, Microsoft Teams, Microsoft Planner, spreadsheets, and reporting tools.
• Excellent written and verbal communication skills.
• Strong organizational, time management, and multitasking abilities.
• Demonstrated ability to manage confidential and sensitive information with discretion.
• Strong commercial awareness and attention to detail.
• Ability to work effectively across multiple time zones and support globally distributed teams.
• Proven ability to build collaborative relationships across commercial, finance, marketing, talent acquisition, and client service functions.
• Proactive, adaptable, and solutions-oriented approach with a commitment to delivering high-quality support.

Please submit a CV/resume (mandatory) along with your application.

All your information will be kept confidential according to EEO guidelines.

Candidates must be legally authorized to live and work in the country where the position is based, without requiring employer sponsorship.

HelloKindred is committed to fair, transparent, and inclusive hiring practices. We assess candidates based on skills, experience, and role-related requirements.

We appreciate your interest in this opportunity. While we review every application carefully, only candidates selected for an interview will be contacted.

HelloKindred is an equal opportunity employer. We welcome applicants of all backgrounds and do not discriminate on the basis of race, colour, religion, sex, gender identity or expression, sexual orientation, age, national origin, disability, veteran status, or any other protected characteristic under applicable law.