Board Administrator and CEO Office Support
SKILLS
FULL DESCRIPTION
Board Administrator and CEO Office Support
[Employer hidden — view at passion-project.co.uk] is the trade association which brings together people, companies, and organisations to realise the positive outcomes of digital technology. With over 1100 members (the majority of which are SMEs) across the UK, [Employer hidden] creates a network for innovation and collaboration across business, government and stakeholders to provide a better future for people, society, the economy and the planet. By providing expertise and insight, we support our members, partners, and stakeholders as they prepare the UK for what comes next in a constantly changing world.
Key Responsibilities
Tasks required in the board administrator role:
- Organise Main Board and Membership, Finance & Performance (MF&P) Board meetings (four each per year), including arranging one lunch and one dinner annually
- Take minutes for all Board and MF&P meetings, review minutes with the [Employer hidden] CEO and CFO, and then with the Chairs of respective meetings
- Prepare scripts for Board Chairs and send to them in advance of meetings
- Send out board papers, ensuring timely distribution by coordinating and following up with Senior Leadership Team (SLT) members
- Liaise with the SLT to draft agendas for board meetings
- Monitor the Company Secretary inbox and respond appropriately to any incoming emails
- Send nomination forms out for selected directors when requested
- Arrange Remuneration Committee meeting annually, including distribution of papers
- Organise Nomination Committee meeting twice a year, ensuring board papers are sent out in advance
- Liaise with marketing to ensure the website is kept up to date in terms of board members changes and ensuring biographies are current
- Coordinate with SME lead and marketing team to organise the timetable for the board elections, prepare the relevant forms, notify all successful candidates of the next steps in the process and inform unsuccessful candidates
- Obtain relevant information for new board members (headshot, bio, declaration of interest, personal details) ensure with Company Secretary they are registered with Companies House
- Annually obtain updated declarations of interest from each director
- Annually confirm with each director that there has been no change in home address for Companies House records
Tasks required in the PA Support role:Support the CEO’s PA in their tasks including;
- Managing CEO email accounts
- Handle incoming calls and postal correspondence for the executive office
- Coordinate and manage extensive travel arrangements for the CEO and as required by the Senior Leadership Team
- Process business expenses in line with company policies and guidelines
- Update and manage CRM database
- Arrange and provide support for business review meetings, team away days and internal/external events
- Coordinate internal and external meetings by reviewing schedules, identifying suitable times and communicating with external parties including government representatives to arrange meetings for the Senior Leadership Team
- Provide secretarial and administrative support to the rest of the Senior Management team as required
The role reports to the CEO’s PA for task management in the support role to the CEO office, and for professional and career management. The role additionally reports to the Company Secretary for Board administration guidance and task management.
Skills, Knowledge and Expertise
Core Competencies
- Excellent organisation, prioritisation, and time management skills, with the ability to self-motivate
- Strong written and verbal communication skills
- High level of attention to detail, accuracy and confidentiality
- Flexible, adaptable, able to work on own initiative with can-do-attitude
- Able to work collaboratively and independently on own initiative
- Ability to manage multiple priorities and tight deadlines, exercising sound judgement
- Ability to build effective working relationships with colleagues and stakeholders at all levels
- A proactive and adaptable approach to work
Essential Knowledge and Experience
- Previous experience in EA/PA role supporting a CEO or similar
- An understanding of board governance and regulatory compliance
- Good working knowledge of Office 365 applications such as MS Word, Excel and PowerPoint, Teams, and confident using digital systems, data, and documentation
- Strong diary management and organisational skills
- Experience in preparing board papers, minutes and agendas
Desired Knowledge and Experience
- Experience supporting C-suite executives and boards
- Knowledge of company secretarial duties, statutory registers and Company House requirements
Additional Information
This is a part-time role based out of [Employer hidden]’s London offices. This role is three days a week.
This role profile is a guide to the work that is required but does not form part of any contract of employment and may change from time to time to reflect changing circumstances.
The successful candidate must have permission to work in the UK prior to the commencement of employment.
The part-time salary range for this role is £16,200-£18,000 per annum (FTE is £27,000-£30,000 per annum) based upon experience plus discretionary bonus and comprehensive benefits.
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