Assistant Institute Secretary

3 days ago

London, United Kingdom Institute of Directors Full time

Assistant Institute Secretary

The Institute of Directors is the professional institute for responsible directors and leaders. Our mission is to develop, support and represent skilled, knowledgeable and responsible leaders for the benefit of the economy and society at large.

Our success relies on the** **knowledge, skill and commitment of our people and volunteers.

**The role**

The Board and Council are the IoD’s governing bodies. The Board sets our strategic direction and holds the Executive to account. Council acts in an oversight and advisory capacity, holding the Board to account on behalf of the membership for the delivery of the Charter Objects and performing the guardian function of the Institute.

The Governance team are responsible for ensuring the highest standards of governance, and with compliance to legal requirements and best practice. They provide support and advice to all Board, Council and Committee members and act as the conduit for all communication and engagement with them.

Reporting into the Institute Secretary, this is an exciting opportunity for a bright and enthusiastic individual who wishes to provide an efficient and high-quality institute secretarial support to the IoD.
- This role is working from home flexible and will be based out of our London office. We are open to flexible working options._

**What you’ll be doing**

**Provide secretarial support**
- Provide assistance to the Institute Secretary on professional secretariat support to various Committees of the Board and Council as necessary. This will include producing a forward plan of work, agenda planning, commissioning and writing papers, producing accurate minutes and summaries of action sheets, undertaking or following up on action points and ensuring that the Chair of the group is supported in advance of the meeting.
- Provide effective scrutiny of complex Council/Committee/ Board papers ensuring quality standards are maintained and providing challenge to senior Management Team members when necessary.
- Upload documents on the Convene Board portal and Teams.
- Ensure the smooth conduct of Council/Committee/Board business, including logístical and all other arrangements.
- Proactive involvement in IoD’s projects, including the implementation of the Governance Framework, amendment of the Constitution and key governance mechanisms to assist this.
- Review, improve and implement appropriate processes to support the efficient and effective running of Council/Committees/Board.
- Produce an annual meeting schedule, liaising with Board, Council and Committee members to ascertain their availability for these and such additional meetings as required.
- Provide administration to the Chair, Council, Board and its Committees including booking venues, ordering refreshments and processing expenses.

**Office holder recruitment and support**
- Assist with the planning, design, delivery and evaluation of Board, Council and committee member recruitment and reappointment exercises.
- Assist Regions and Nations on the recruitment of Chairs and volunteers including on the implementation of the induction process.
- Plan, design, deliver and evaluate induction programmes for new members and ongoing training activity.

**Annual reports**
- Plan and manage the process and coordinate contributions from across the organisation for the Annual Report and Accounts.
- Draft high-quality content for inclusion in the Governance section in the Annual Report and Accounts.

**Member and volunteer conduct complaints**
- To review and evaluate member and volunteer conduct complaints and escalate to Institute Secretary and/or DG where required.

**Compliance support**
- Maintain the systems to document and record the corporate records of the IoD and its subsidiaries.
- Maintenance and administration of Institute registers, minutes, document registers, invoices, Companies House registers, corporate record sheets, pension schemes etc.

**Who you are**
- You will be a motivated and positive self-starter, able to contribute views and ideas for continuously improving planning, processing and service for the IoD.
- You will be a high performer and goal orientated, resilient when under pressure and flexible during periods of change.
- You will be collaborative with a team-focused approach, taking personal responsibility for team and personal objectives.

**Qualifications & experience**
- Degree qualified, with 2 to 3 years of legal/governance/compliance and committee servicing experience.
- Fully/part qualified or studying with the Chartered Governance Institute (ICSA).
- Experience in the not-for-profit sector, is desirable but not essential.
- Experience of acting in accordance with the IoD’s key values, _Teamwork, Leadership, Agility & Respect._

**Knowledge & skills**
- Exceptional written and verbal communication skills, able to persuade and influence appropriately at all levels and act with discretion.
- Excellent organisational skills, able to m

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