Executive Assistant

6 months ago

London, United Kingdom Institute of Workplace and Facilities Management (IWFM) Full time

**J ob Description**
**Executive Assistant**

**Role Details**

Role title Executive Assistant

Department Governance

Reports to Director of Finance and Company Secretary

Line manager for N/A

**Vision and Mission
**Vision
As the pioneering workplace and facilities management body, our vision is to drive change for the
future. To be the trusted voice of a specialist profession recognised, beyond the built environment,
for its ability to enable people to transform organisations and their performance.

**Mission
We empower professionals to upskill and reach their potential for a rewarding, impactful career.
We do this by advancing professional standards, offering guidance and training, developing new
insights and sharing best practice.

**The company has a strong culture based on our values**
- Confident and Bold
- Human and Inspiring
- Knowledgeable and InSync
- Active and Energetic

**Social Value**

We are a Disability Confident employer, Investor in People accredited and Living Wage
employer. We offer charity days along with paid for social events and make efforts to reduce our
impact on the planet.

***

**Job Purpose**

The Executive Assistant will be a talented multitasker. A professional who cares about the detail but
can understand the broader operation and how to support it.

You will align to our values: human and inspiring; active and energetic; knowledgeable and in sync;
confident and bold - in short, you’re expert at know what you know; and what you don’t you’re willing
to discover: ultimately you get stuff done.

The Executive Assistant’s responsibilities include optimising the Executive function and making the
best use of its time managing the wider business, from managing diaries, making travel
arrangements, and facilitating submission of expenses to planning, arranging and following up
internal and Board and committee meetings, preparing agendas and actions.

To succeed in this role, you will be well-organised, have great time management skills, strong
written and verbal communication skills, a broad understanding of organisational operations and
governance principles and be able to act independently. You will collaborate closely with senior
professionals to provide appropriate support. Specific requirements varying day to day but you will
be expected to manage a wide range of high-level administrative tasks including executive
communication, handling of corporate documents. You may also be required to provide support to
Institute events.

Ultimately, you will contribute to the efficiency of our business by providing personalised and timely
support to the Executive, Board and Committee members.

**Key Accountabilities
- Function as the main point of contact for the Executive Team and as key interlocutor

between it and staff. Be the main point of contact for key governance stakeholders.
- To advise colleagues on key parts of the Constitution, procedures and systems and

suggest the correct or best way (or alternative ways) of dealing with different governance
issues arising.
- To assist in progressing governance and risk operations to online platforms improving

overall functions. Acting as the internal point of contact for these outsourced platforms.
- Manage timeline of governance programme activities in an annual plan format, outlining

person/s responsible for activities, so it can be managed and ensure all activities are
delivered.
- Provide governance update and Committee Highlights report.
- Schedule meetings with relevant person/s, to include finding suitable venues within budget.

Meetings to include but not restricted to: Board meetings; Board Committee meetings;
Members council.
- Working closely with the Executive and Chair of the Board to create agendas and manage

papers.
- Responsible for minutes and capturing actions with timelines where necessary. Ensure

these actions are delivered by relevant person/s.
2 CONFIDENTIAL

***
- Responsible for drawing up NDA’s where applicable.
- Manage governance inbox and ensure SLA’s are adhered to.
- To work closely as required with the Company Secretary keeping them fully informed of
- sensitive developments to enable them to intervene, where necessary, at a formative stage.- Manage Executives’ calendars and set up meetings
- Make travel and accommodation arrangements
- Track committee expenses and prepare weekly, monthly, or quarterly reports
- Collaborate directly with high-level employees and stakeholders
- Prepare corporate documents
- Able to co-ordinate the logistics for events e.g.AGM
- Provide support with outsourced agency for the judging process for the IWFM Impact
- Awards- Manage flow of requests for contract review before signature, managing the contract
- database.- Assist in recruitment administration and sourcing NED Co-Options, Committees Members,
- working closely with the Company Secretary.- Provide updates for governance pages on company website when necessary.
- Work with the Partnership Manager to pro

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