Executive Team Assistant Board Level

6 days ago

London, United Kingdom Taylor James Resourcing Full time

We are looking for a Executive Team Assistant to support Group Company Secretary and Legal Team of a global FTSE 250 business.

Supporting a busy team within a broking environment you will have responsibility for

General
- Diary management for the Group Company Secretary.
- Schedule meetings and organise meeting rooms, arrange travel and lunches.
- Assist with insurance matters as directed by the team.
- Send out annual reports and interim reports.
- Maintain schedule of documents held in the department's safe.
- You will be a key point of contact for the team and will meet and greet visitors.
- Process invoices for the department, organising approval and maintaining a log of spend.
- Handle all routine administrative matters in the department including answering phone calls and dealing with enquiries/escalating where needed, opening and distributing post, organising couriers, filing and archiving, processing departmental expenses.
- Support the team as required on projects or matters within the Department.

Board/Executive matters
- Assist with PLC Board/Committee/Executive meeting deliverables as directed by team members: in particular, liaising with Directors to set up meetings and assist with the issue of papers.
- Assist with producing board packs.
- Assist with scheduling PLC offsite meetings including travel and visa requirements (if required) for Non-Executive Directors.
- Track attendance at PLC Board/Committee meetings for reporting as part of year-end process.
- Track signing of minutes and subsequent filing and share minutes with auditors.
- Process Non-Executive Director expenses for approval.Understake administrative duties including the cover letters for

Key Skills and Experience:
Strong administration skills and team secretary/Assistant experience
Highly organised and able to multi task
Excellent attention to detail and high accuracy
Team player who is flexible
Proactive and self motivated
Legal administration experience would be beneficial but is not essential

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