Executive PA / Operations, Projects & Systems Coordinator

Approximately 10 hours per week

Hybrid — mostly remote with occasional in-person working in Sheffield S2

Rate

£15–£20 per hour depending on experience

We are looking for an outstanding Executive PA / Operations & Project Coordinator who genuinely enjoys creating order from complexity.

This role supports an established professional managing multiple professional projects, freelance work, research, administration and a complex workload. The individual lives with an acquired brain injury and benefits significantly from reliable external systems for memory, organisation, prioritisation and follow-through. The role is part funded by Adult Social Care and Access to Work.

This is much more than a traditional PA role. We are looking for somebody who loves taking a messy collection of emails, voice notes, ideas, deadlines, projects, documents and unfinished actions and turning it into a calm, ordered and reliable system. You will effectively operate the control tower behind the individual’s working life.

You would work alongside a Personal PA to co-ordinate professional life with personal life and produce a simplified daily plan for the individual being supported.

Core responsibilities

Executive oversight

Maintain an accurate overview across professional projects, business administration, finance, meetings, deadlines and other commitments. Work several steps ahead rather than waiting for problems to become urgent.

Weekly planning and whole-life review

Lead a weekly review with the supported individual and the

Personal PA covering

* current commitments

* upcoming deadlines

* unfinished actions

* diary demands

* workload and capacity

* home/personal requirements

* recovery and balance

* emerging priorities

* important areas that may have disappeared from active view

Project management

Take projects from idea → clarification → plan → actions → delegation → monitoring → completion. Maintain several projects simultaneously without losing oversight.

Task and action management

Maintain the agreed central task/project-management system as a reliable source of truth. Tasks should be followed through rather than simply recorded.

Know

* what needs doing

* who owns it

* when it is due

* what is waiting for somebody else

* what has been completed

* what happens next

Use of AI and digital ecosystem

High-level confidence using AI and other digital tools is an important part of this role. We are looking for someone who is genuinely excited by using these tools to:

* extract actions from unstructured information

* organise and retrieve information

* support project management

* summarise meetings and voice capture

* identify duplication

* draft correspondence

* research and compare options

* maintain project context

* create repeatable workflows

* reduce unnecessary cognitive and administrative work

Email and correspondence

Triage and organise email, identify actions, draft or respond within agreed boundaries and ensure actions are transferred into the appropriate system, to avoid the inbox becoming a second task-management system.

Diary management

Manage appointments, meetings, deadlines and commitments while also accounting for preparation, travel, transitions and realistic capacity. Identify clashes and unrealistic scheduling proactively.

Finance and business administration

Coordinate routine financial/business administration including

* invoices

* expenses

* payment tracking

* information required by accountants

* records and documentation

* associated correspondence

Decision support

Research and organise information before presenting it to Jo. Where a decision is required, provide a concise options menu containing the relevant facts, figures, implications and decision required rather than forwarding large quantities of unprocessed information.

Document and information management

Maintain an ordered, searchable shared information environment across Google Drive and other agreed systems. Information should have an obvious home and be retrievable without relying on somebody remembering where they personally put it.

Coordination

Work directly with the Personal PA and any other people involved in support or delegated projects. Allocate, hand over and monitor actions without requiring Jo to carry messages between people.

Maintaining system integrity

The entire system must remain handover-ready at all times. Projects, tasks, decisions, deadlines, files, relevant context and next actions must exist in agreed shared systems rather than one person’s head, private notes or personal method.