Executive Secretary

2 months ago

The Royal Town of Sutton Coldfield, United Kingdom Clover HR Services Limited Full time
About the Role

Clover HR Services Limited is seeking an experienced Executive Secretary to join our team. As a key member of our organization, you will play a vital role in supporting our Board of Directors and ensuring the smooth operation of our governance processes.

Key Responsibilities
  • Board Support:
    • Coordinate and schedule board meetings and sub-committees, including preparing meeting agendas, distributing materials, and taking minutes.
    • Support board members in their roles, providing administrative assistance and facilitating communication.
  • Governance and Compliance:
    • Ensure compliance with legal and regulatory requirements related to board operations.
    • Assist with board member onboarding and orientation, including providing necessary documents, information, and training.
    • Maintain a comprehensive understanding of our organization's articles, policies, and procedures, and ensure adherence to them.
  • Communication and Coordination:
    • Serve as the primary point of contact for board members, facilitating communication and responding to inquiries in a timely manner.
    • Coordinate and distribute board-related communications, including meeting notices, agendas, minutes, and other relevant information.
    • Collaborate with internal stakeholders to gather information and provide updates to the board on organizational activities, initiatives, and progress.
    • Coordinate the collection and compilation of board reports from various departments.
  • Recordkeeping and Documentation:
    • Maintain accurate and organized electronic and physical records of board-related documents, including meeting minutes, resolutions, policies, and other governance materials.
    • Prepare and update board-related documents, such as board manuals, policies, and procedures, as needed.
Requirements
  • Previous experience as a Secretary/Board Administrator, preferably within a not-for-profit organization.
  • Highly competent minute taker and writer.
  • Knowledge of the legislation and regulation required to govern charities/NFPs.
  • Ability to manage senior relations and conflicting interests.
  • Experience of leading and motivating a multi-jurisdictional, multi-specialist team.
  • Ability to use initiative to make informed judgments with limited supervision and guidance.
  • Excellent organizational and time management skills.
  • Excellent written and oral communication skills, attention to detail, and IT literacy.

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