Pa / Board Secretary

2 months ago


Aberdeen, United Kingdom Thorpe Molloy McCulloch Recruitment Full time

**PA / Board Secretary - VR/27080**:
**Status**: Permanent

**Location**: Aberdeen

**Ref**: VR/27080

**Rate**: Available Upon Request

The purpose of this job is to provide secretarial and administration support to 2 company boards and also PA support to the Commercial Director and Digital Tech Director.

**Main Duties Include**:

- Maintaining a schedule for board meetings to support the team to prepare board agendas and papers within the required time schedule.
- Co-ordinating preparation of CEO update and operational updates for board meetings.
- Preparing, formatting and issuing board papers and agendas.
- Attending and taking minutes of board meetings.
- Producing and distributing board minutes.
- Arranging catering for board meetings.
- General communication with board members.
- Arranging and preparing inductions for new board members.
- Monitoring key company governance dates, including appointment, reappointment and resignation dates of board members.
- Coordinating annual review of board terms of reference and support Company Secretary in all other company governance matters as requested.
- Providing cover for admin colleagues at other sector board meetings as requested.
- Maintaining schedule of board meeting dates for all ONE boards.
- Organising appointments and meetings as requested.
- Preparing correspondence and typing as required.
- Organising travel and accommodation as required.
- Maintaining meeting room diaries.
- Preparing presentations.
- Photocopying and scanning documents.
- Co-ordinating catering arrangements for meetings as appropriate.
- Organising meetings and appointments as required.
- Providing admin support for Leadership Team members as required.

**Required Practical Experience**:

- Experience of working in a senior administration role.
- Experience of working as a board PA.
- Experience of producing board reports.
- Proficiency in Microsoft Office, Word, Excel and PowerPoint.
- Ability to take and produce minutes.

**Required Personal Attributes**:

- Excellent time management skills and ability to multi-task and prioritise work.
- Ability to be flexible in working hours.
- Attention to detail and problem solving.
- Excellent written and verbal communication skills.
- Strong organisational and planning skills.
- A strong cultural fit and commitment to the values and ethos of the business.

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