Executive & People Operations Coordinator

Bike Club is changing the way families access children's bikes. Through our subscription model, we make it easy for families to get the right bike at the right time, while keeping bikes in circulation for longer. We are a purpose-led, fast-growing business with a strong focus on customer growth, retention and building a more circular approach to children's cycling.

Tasks

The Opportunity

This is a high-trust, high-exposure role for an ambitious graduate or early-career professional who wants to understand how a growing, purpose-led business really works. You will work closely with the Chief of Staff, Executive Chair and People Manager, and will regularly attend Executive Management, Senior Leadership Team and other key business meetings.

You will keep the leadership rhythm running smoothly: organising meetings, preparing information, capturing decisions, following up actions and making sure important work does not get lost between conversations. Alongside this, you will support People operations and take ownership of essential business administration, with AI as a genuine part of how you work rather than an afterthought.

The role offers unusual breadth and visibility across strategy, operations, governance, and the People function. It is a practical learning opportunity for someone who is curious, commercially minded, comfortable experimenting with AI tools, and keen to build a career in startups or scale-ups.

Purpose Of The Role

To make the Executive Chair, Chief of Staff and People Manager more effective by providing excellent coordination, preparation and follow-through. By taking ownership of recurring administration and the operating rhythm around leadership and People processes, and by using AI thoughtfully to simplify and speed up that work, you will free senior leaders to focus on strategy, decision-making and delivery.

Key Responsibilities

Leadership meetings and Executive Support

• Coordinate diaries and meeting schedules for the Executive Chair and the SLT, resolving clashes and helping prioritise competing demands.
• Run the administration for Executive Management, SLT and other key meetings, including forward schedules, agendas, papers, room or video arrangements and attendance.
• Attend key meetings to take clear notes, record decisions and maintain action logs, following up with owners ahead of deadlines.
• Coordinate the timely collection and formatting of leadership and Board materials, ensuring papers are complete, consistent and ready for review.
• Prepare and format presentations, briefing notes, reports and other documents, using AI and digital tools to improve quality and speed, from drafting and summarising to formatting and proofing.
• Support travel, offsites, workshops and company events, including logistics, materials and follow-up.
• Handle correspondence and sensitive information with sound judgement, discretion and professionalism.
• Support the planning and coordination of company events.

Business Administration & Project Coordination

• Maintain central trackers for priorities, decisions and actions, giving leaders a reliable view of progress and overdue items.
• Support the Chief of Staff with cross-functional projects by coordinating inputs, setting up working sessions, tracking milestones and escalating blockers.
• Help gather and organise information for company KPIs, monthly reporting and strategic initiatives, using AI tools to speed up collation and surface what matters.
• Provide practical support across the business, including supplier coordination, record keeping, shared filing systems and ad-hoc problem-solving.

People Coordination & Employee Experience

• Act as a friendly, reliable first point of contact for employees on HR administrative matters.
• Manage the People inbox, triaging and responding to routine employee queries, and escalating anything sensitive or complex.
• Manage and maintain accurate employee records in HiBob, including new starters, leavers and employee changes.
• Assist with recruitment administration, including scheduling interviews, liaising with candidates and hiring managers, and posting job adverts.
• Support the coordination of new starter onboarding, including preparing onboarding materials, scheduling induction sessions, and ensuring new joiners have what they need for a smooth first day and first few weeks.
• Collate and check payroll inputs, such as new starters, leavers, changes to pay, benefits and working patterns, ready for submission.

Using AI to Simplify People and Business Processes

• Actively look for opportunities where AI can simplify or speed up People and business administration, from HiBob data and payroll prep to recruitment coordination and reporting.
• Help build simple, reusable AI-supported templates and workflows for recurring tasks, such as onboarding materials, meeting notes, standard employee correspondence and report summaries.
• Use AI tools responsibly and in line with data protection and confidentiality requirements, particularly where employee or sensitive data is involved, always applying your own judgement and checking outputs before they're used or shared.
• Bring a curious, practical mindset to new AI tools and ways of working, and share what you learn with the wider People and Executive team.

Requirements

What We Are Looking For

We are more interested in your potential, judgement and approach than in a long list of previous job titles. You may be a recent graduate or have gained early experience in administration, operations, HR, or project coordination.

• Strong organisational skills, with the ability to manage multiple priorities and competing deadlines.
• Clear and confident written and verbal communicator who can adapt to different audiences.
• Proven experience in diary management and scheduling for senior stakeholders.
• Excellent attention to detail, particularly when handling sensitive employee data, and comfortable checking information before it goes to senior stakeholders.
• Discreet and trustworthy, with strong judgement around confidentiality.
• Comfortable working across both general business administration and HR administration.
• Proactive, resourceful and able to work independently with minimal supervision.
• Comfortable supporting senior stakeholders, including at Executive Chair level.
• Confident using common workplace tools, genuinely curious about AI, and keen to find practical ways to use it responsibly to simplify HR and business processes.

What You Will Gain

• Direct exposure to executive decision-making and the practical realities of scaling a business.
• A broad understanding of strategy, operations, governance and People processes.
• Hands-on experience applying AI tools to real business and People workflows, not just using them, but helping shape how the team uses them.
• Opportunities to take on increasing ownership of projects and business operations as you develop.
• Experience in a purpose-led, international and circular-economy business.

Benefits

• Remote first – work from anywhere in the UK. You will be required to attend a in person meetings as needed
• Holidays – 26 days annual leave plus bank holidays, with additional days accrued for each year worked
• Private health insurance - via Vitality
• Bike subscription – £30/month discount towards Bike Club subscription