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Executive Assistant

3 months ago

London, Greater London, United Kingdom Adecco UK Full time
EA

32-35K

Embankment (Hybrid) - 2x in and Wednesdays are a must

Perm

Full time

Duties:

  • Coordinating the annual meetings schedule for Board of Trustees, Council and other Committees and making any necessary arrangements to set up virtual, face to face or hybrid meetings. This includes setting up Teams or Zoom facilities, booking rooms and equipment and providing refreshments and meals as required
  • Taking minutes of all Board, Council and Lay Advisory Panel (LAP) meetings and ensuring that these are promptly produced and distributed as appropriate.
  • Supporting the Governance Manager in arranging events as required for Officers, Board of Trustees, Council, the LAP and the Senior Management Team e.g., away days, dinners and local network events.
  • Supporting the Governance Manager with the election of Council members, Officers, Trustees and Committee Chairs.
  • Undertaking and managing the process for the nomination of Life and Honorary Fellows of the College.
  • Providing support for the Chair of the Board of Trustees and College President, and other Officers as required and directed by the Chief Executive.
  • Demonstrate in particular significant experience in a similar role with experience of supporting committees with exceptional minute taking
  • Worked for a professional body
Support for the Chief Executive

  • Diary management, ensuring the effective utilisation of time available.
  • Arranging meetings which ensure the 'best fit' with all diaries and inform participants of arrangements made.
  • Administer department budgets as required processing invoices and receipts and
- reconciling credit card statements.

  • Book travel and accommodation, including overseas travel from time to time, ensuring that the best rates are negotiated and that all arrangements are confirmed and appropriate information is forwarded to the correct person.
  • Committee meeting support
  • Coordinate the annual meetings schedule for Board of Trustees, Council and other Committees and make any necessary arrangements to set up virtual, face to face or hybrid meetings. This includes setting up Teams or Zoom facilities, booking rooms and equipment and providing refreshments and meals as required
  • Prepare and distribute agendas and papers for Committee meetings as directed by the
  • Governance Manager ensuring that deadlines for distribution are met.
  • Maintain accurate and up to date contact lists for all the committees.
  • Take minutes of all Board, Council and LAP meetings and ensure that these are promptly produced and distributed as appropriate.
  • With the Chief Executive, draft the Board Chair's briefing for Trustees' meetings and President's briefing for Council meetings.
  • Maintain a filing and archive system for all Committee papers.
  • Check expense claim forms and credit card statements from Council members, trustees and staff, and invoices from suppliers, for approval by the Governance Manager.
Other Governance Work

  • Support the Governance Manager with the election of Council members, Officers, Trustees and Committee Chairs.
  • Produce the documentation for the Annual General Meeting held during the College Conference and attend to take minutes.
  • Undertake and manage the process for the nomination of Life and Honorary Fellows of the College.
  • Support the administration of Lay Advisory Panel recruitment, liaising with the HR team.
  • Provide support for the Chair of the Board of Trustees and College President, and other Officers as required and directed by the Chief Executive.
  • Maintain the College's governance archives.
Other

  • Welcome visitors to the College, arrange transport and couriers as needed.
  • Implement, develop, and maintain effective electronic filing systems for the Chief Executive's office.
  • Carry out from time to time and as directed, any other duties as required by the Governance Manager or Chief Executive in addition to the above that will be both reasonable and within your capabilities.
  • Ensure that at all times you take care of your health and safety and that of others by complying with health and safety obligations, particularly by reporting promptly any defects, risks or potential hazards.
Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

To speak to a recruitment expert please contact Mia Skipper