Administration & Secretariat Executive in City of London

In this most unusual admin role you will be working at the heart of a fascinating membership organisation and use your outstanding admin skills to organise and deliver major ceremonial events, working with senior stakeholders across the UK and overseas, learning the rules and governance behind the organisation and becoming a trusted point of contact. There is genuine variety in this role and would best suit someone with a solid secretarial background gained in the non-profit sector or within another membership organisation.

This is a rather unusual administrative role and not at all a classic PA role. At its heart, this is a governance, stakeholder, ceremonial-events management position in this not-for-profit membership organisation. You will sit in the division that oversees a very substantial membership comprising around 180,000 members & 30 overseas subsidiaries.

The role in a nutshell: You help make sure the formal machinery behind one of the world's largest and oldest membership organisations works properly as follows:

• organising /coordinating high-level meetings and large ceremonial events
• supporting Governance
• relationship management
• proofreading & document management

Duties:

• Organising & coordinating events
• Organise major meetings, conferences and events handling logistics, paperwork, booking processes and seating plans
• Review the event schedule (attendance lists/seating plans/including issues around seniority etc)
• Liaise with regional and overseas teams assembling paperwork required for the event, checking names, titles, attendance information, bookings and other documentation attendance at the event to ensure it runs smoothly
• Supporting governance & technical admin
• Compliance: Understanding and implementing the protocols and guiding principles of the organisation and ensuring correct guidance is given
• Processing formal documents including warrants, charters etc
• Management of formal institutional records where names, titles, dates, wording and authorisations need to be right.
• Getting appropriate approvals for any document changes
• Checking that all the formal governance requirements and documentation behind has been completed properly
• Capture information via a new online portal
• Relationship management
• Senior stakeholder relationship management within a complex membership/governance organisation.
• Chase for missing information
• Resolve any misunderstandings with tact and diplomacy
• Assist the internal team adapt to the new Portal
• Proofreading & document control
• Document control, data accuracy and meticulous checking.
• Verifying names, spelling, dates, titles, terminology, formatting, inconsistencies, omissions and whether information matches the underlying records.
• Help produce the organisations Yearbook for publication
• Cross-check paperwork for an upcoming event

REQUIREMENTS:

• English to native standard (essential)
• Outstanding administrative skills
• Proven experience in complex large-scale meeting/event coordination
• A background in a professional membership body, Institute or Royal College accreditation bodies, charities (ideally)
• Proven experience in preparing detailed committee papers, organising board or council meetings, maintenance of governance records