Personal Assistant/company Secretary

7 months ago

Warwick, United Kingdom Retirement Security Limited Full time

**Job Title** - Personal Assistant/Company Secretary

**Reporting to** - Chairman/CEO/Executive Directors

**Salary** - £30,000 per annum

**Hours of work **-Full time (37.5 hours - Monday to Friday)

**Place of Work** - Office, Warwick

**Benefits** - Company pension, Death in Service, Glasses/contact lenses contribution and on-site parking

Retirement Security was one of the first to establish Independent Retirement Communities within the UK and, since its inception in 1983, has continued to be a trail blazer for over 40 years.

The company has developed affordable homes within a happy and secure environment carefully designed for ease of access, in which owners (our residents) can enjoy their retirement and thrive in an active supportive community. One of our unique features is that our owners protect and keep control of their hard-earned finances through running their own communities - **Communities for owners run by owners**.

We are currently looking for an exceptional PA/Company Secretary to support predominantly the Chairman and Chief Executive Officer, being the interface between them and our stakeholders. This role will suit someone who is used to the multi-tasking and demands that come from working within the retirement sector.

**Main Duties / Responsibilities**

Work closely with the Chairman and CEO to provide administrative support and assisting to make the best use of their time by efficiently dealing with secretarial and administrative tasks. In their absence, act as their first point of contact with people from both inside and outside the organisation.
- Attend Retirement Security Board Meetings, preparing accurate board papers and minutes, ensuring these are provided to the Directors of the Company.
- To manage and perform regulatory functions, including the preparation and audit of business reports, filing of annual returns, & dealing with amended regulations as they occur.
- Knowledge of Companies Act, including registration and allotment of details to the Share Registrar, overseeing delivery details of share certificates, keeping records of shareholders and filing annual returns.
- Good understanding of and be able to advise on the legal duties and responsibilities of trustees/company directors.
- Organising and maintaining diaries and schedules to ensure the best use of time - rearranging appointments or delegating to others if necessary.
- Organising and attending meetings and ensuring relevant parties are prepared for meetings / events taking place in the coming week and updating them if changes are made e.g. providing diary print outs, reports and files for meetings, scheduling time to prepare.
- Liaison with clients, suppliers, staff as appropriate being respectful of the organisation’s structure and limits of authority.
- Acting as gatekeeper - filtering enquiries, maximising time and directing incoming communications to the most appropriate person.
- Arranging travel, visa and accommodation requirements, and be available to travel with the relevant parties to take notes or provide general support at meetings.
- Produce documents, briefing papers, reports and presentations.
- Developing and maintaining relevant office systems, including data management and filing (hard copy and electronic) in order to create systemic improvements.
- Some out of hours working e.g. to support events / work extra hours to meet deadlines may be required by agreement.
- Meeting & Greeting visitors at all levels ensuring their welfare and hospitality is taken care of.
- Acting as the interface with HR to support Executive Directors in managing the team efficiently and effectively.
- Responsible for the management of feedback, compliments and complaints.
- Carrying out any relevant research and presenting findings.
- Facilitate various meetings and produce appropriate action plans and minutes, progressing with individuals as appropriate.
- Provide occasional support to the administrative team in order to meet deadlines.
- Any other duties as required within the role holder’s capabilities.

**Skills/Competencies**
- Exceptional written and oral communication - high level of vocabulary and ability to communicate and articulate at all levels.
- Advanced Microsoft office and IT skills, including knowledge of a range of software packages.
- Ability to work under pressure and to tight deadlines.
- Excellent organisational and time management.
- Ability to research, digest, analyse and present material clearly and concisely.
- Excellent interpersonal skills.
- Ability to work on your own initiative.
- Honesty and reliability.
- Attention to detail.
- Flexibility and adaptability to juggle a range of different tasks.

**Person Specification**

**Essential**
- GCSE Maths and English Grade C or above (or equivalent).
- Advanced level user of Microsoft Outlook, Word, Excel and PowerPoint.
- Secretarial/Relevant Administration Qualification or equivalent experience.
- Experience working in a PA or senior admin

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