Delegation Coordinator

Job Description

The Role 
The Centre of Excellence (COE) is the operational heart of SmartPA, driving strategy, quality governance, and operational agility across our accounts. As a delegation coordinator, you will embody SmartPA’s culture of precision and 'Right First-Time' execution, acting as a high-level operational partner for leaders at a global tech giant. 

This position will work on a ‘dedicated’ basis, supporting the global tech giant in a full-time capacity, and serving as strategic bridge - providing dynamic support for leaders who require strategic operational partnership rather than transactional administration. Operating as an extension of executive leadership, you will combine business context to autonomously manage complex calendars, high-touch global travel, and expenses. Supporting an initial pilot cohort of 6 EMEA leaders with scope for global expansion, you will defend focus time, streamline daily rhythms, and uphold SmartPA’s standards of discretion and client delivery.

Acknowledgement of marketing statement

Key Responsibilities and Skills

Key responsibilities 

What your day will look like

• Complex calendar management & trategy: Go beyond simply finding empty slots. Triage, prioritise, and resolve complex multi-region calendar conflicts independently, ensuring schedules align with executive business goals. Autonomously resolve complex, multi-region, and multi-stakeholder scheduling conflicts with minimal guidance.
• Proactive calendar optimisation: Actively audit the executive's schedule to identify inefficiencies (e.g., lack of focus time, heavy context switching). Recommend and implement strategies to optimise their time and improve their daily workflow.
• End-to-end travel & expense management: Manage high-volume, complex global travel logistics (flights, accommodations, itineraries) and process expenses accurately and efficiently, integrating all logistics seamlessly with the executive's calendar.
• Cross-functional collaboration & governance: Serve as a professional extension of the executive. Build collaborative relationships with internal Administrative Business Partners, other coordinators, and cross-functional teams to grease the wheels of complex scheduling requests.

Skills

About You 
You are a context-driven operational partner who thrives in fast-paced, ambiguous environments. You naturally stay "one step ahead"- understanding the "why" behind requests, identifying potential bottlenecks early, and executing solutions without needing step-by-step guidance.

Experience

What You Bring 

• Autonomous Execution (Minimal Guidance): Ability to execute tasks independently for large or complex operational tasks. Rather than escalating every conflict, the candidate must be able to assess the situation, pick the most appropriate solution from a set of options, and execute it.
• Critical Thinking & Contextual Awareness: Must possess a strong foundational understanding of the environment they are supporting. They should naturally ask questions to understand the "why" behind a request, allowing them to make informed decisions rather than relying on prescriptive, step-by-step instructions.
• Relationship Building & Communication: High emotional intelligence and the ability to navigate different stakeholders effectively. Must communicate clearly and concisely, inspiring trust from the executives and their teams.
• Adaptability & Resilience: Comfortable operating in a fast-paced, ambiguous environment. Able to respond nimbly to sudden changes (e.g., last-minute travel disruptions or urgent meeting shifts) without dropping the ball.
• High Discretion & Integrity: Capable of handling highly sensitive and confidential information responsibly and securely, exercising excellent judgment at all times.

Nice To Have 

• Process design:A passion for auditing workflows,establishingstandardised delegation protocols, and removing manual effort across the team.
• AI & digital fluency:Hands-on experience using generative AI tools (like Gemini) to accelerate research, data handling, and administrative workflows.

Work Remotely

Remote

Salary

Schedule

Schedule, Location & Start Date 

• Job type:Full-time, permanent (37.5 hours per week)
• Start date:Immediate / As soon as possible
• Location:Remote
• Schedule:Monday to Friday, aligned with UK working hours (09:00–17:30 UK time)
  • South Africa Standard Time (SAST) alignment:
    • 29 March – 25 October (UK BST):10:00–18:30 SAST
    • 26 October – 28 March (UK GMT):11:00–19:30 SAST

Job Type

Full-time, permanent (37.5 hours per week)

What's in it for you?

What We Offer 
At SmartPA, we believe in rewarding talent, nurturing excellence, and supporting continuous professional growth: 

• Competitive base salary
• Department performance incentives
• 33 days paid holiday (because rest fuels greatness)
• Employee Assistance Programme (EAP)
• Ongoing career development withinSmartPA’sglobal operational framework

How did you hear about this vacancy?

How to Apply

Our Recruitment Process

Please submit your CV along with a cover letter outlining how your skills, experience and achievements align with the requirements of the role.

Throughout the recruitment process, we will assess candidates against the key competencies and responsibilities outlined in the job profile.

The selection process consists of two interview stages and skills testing.

Please note: we receive a high volume of applications so sometimes it can take us a little longer to get in touch. We welcome enquiries to our recruitment@smart-pa.com inbox.

About us

SmartPA delivers world-class, human-centred, tech-enabled PA and business support to organisations of all sizes across the globe.

By combining smart systems, streamlined processes and exceptional people, we help our clients accelerate their growth and scaling plans. From ambitious SMBs to global corporations, our client portfolio has included organisations such as Google, Clarion Events, BBC and Krispy Kreme, all of whom rely on us as a trusted extension of their teams.

We pride ourselves on delivering a service that is professional, proactive and dependable — but what truly sets us apart is our people. Our team is ambitious, supportive and passionate about what we do, and many of our colleagues have built long-term careers with us from a wide range of professional backgrounds.

As a female-founded business built on collaboration, trust and shared success, we champion career development, flexible working and meaningful progression. We believe in creating an environment where people feel supported, valued and empowered to grow.