Department Coordinator

JOB OVERVIEWThe Department Coordinator provides direct coordination and administrative support to the General Manager across multiple automotive and mobility businesses. The role is responsible for managing the General Manager’s diary, schedule, meetings, priorities and day-to-day coordination, ensuring effective organization across a complex and fast-moving multi-business environment. The position acts as a central coordination point between the General Manager, leadership teams, internal departments and external stakeholders. The role also supports preparation of presentations, reports, meeting materials and executive-level communication, using digital and AI tools to improve efficiency and quality of output.KEY DUTIES AND RESPONSIBILITIESManage the General Manager’s diary, calendar and daily schedule across multiple businesses and priorities.Coordinate internal and external meetings, ensuring effective scheduling, appropriate attendees and sufficient preparation time.Proactively manage diary conflicts, changing priorities and follow-up requirements.Coordinate meeting agendas, supporting documents, presentations and briefing materials.Attend selected meetings where required, capture key actions and decisions, and track follow-up through to completion.Maintain oversight of key commitments, deadlines and actions across the businesses and provide reminders and follow-up.Coordinate communication with senior internal stakeholders, Group functions, external partners and other relevant parties.Draft and prepare professional correspondence, emails, meeting notes, reports and business communications on behalf of or for the General Manager.Develop high-quality PowerPoint presentations, management updates, business reviews and executive-level materials.Consolidate information and updates from multiple businesses into clear summaries, trackers and management reports.Support preparation for leadership meetings, reviews, presentations and strategic discussions.Coordinate business travel, appointments and associated logistics when required.Maintain appropriate confidentiality regarding commercially sensitive, employee and leadership information.Use advanced AI and digital productivity tools to improve meeting preparation, research, presentation development, document creation, summarization and administrative efficiency.Support the General Manager with ad hoc projects, analysis and coordination activities across the portfolio.Establish and maintain effective filing, tracking and information-management systems for key documents, meetings and actions.POSITION REQUIREMENTSWORK EXPERIENCEMinimum 3–5 years’ experience in a senior coordination, administrative, business support or similar role.Experience supporting senior management or working within a fast-paced multi-business environment preferred.Demonstrated experience managing complex diaries, meetings, senior stakeholders and competing priorities.Experience preparing professional presentations, reports and senior-management materials.EDUCATIONAL QUALIFICATIONBachelor’s degree in Business Administration, Management or a related field preferred.SKILLS / BEHAVIOURAL ATTRIBUTESExceptional diary, schedule and time-management capability.Highly organized with the ability to manage multiple priorities simultaneously.Strong judgement and ability to understand urgency, importance and appropriate escalation.Excellent written and verbal communication skills.Advanced Microsoft Outlook, PowerPoint, Word and Excel capability.Strong presentation-building and document-formatting skills.Advanced practical capability using AI tools for productivity, research, summarization, presentations and business administration.Strong attention to detail and accuracy.Ability to communicate confidently and professionally with senior stakeholders.Proactive and able to anticipate requirements rather than relying solely on instruction.Strong follow-up discipline and ownership of actions.Ability to handle confidential and commercially sensitive information with discretion.Comfortable working independently in a fast-paced and changing environment.REPORTING RELATIONSHIPReports directly to: General Manager