Board and Company Secretariat Assistant

Overview

Job Type: Fixed Term Contract (12 months with possible extension).

Location: This role will be based in our London office with time spent working in the office and at home. You will be required to travel for Board Meetings when appropriate which are typically held in London or Edinburgh.

Flexible working: All of our roles are open to part-time, job-share and other types of flexibility. We will discuss what is important to you and balancing this with business requirements during the recruitment process.

Closing Date: 12 February 2026

Salary and benefits: £35,000- £48,000 dependent upon experience plus indicative 8 - 16% bonus, private medical cover, 38 days annual leave, excellent pension, 12x salary life assurance, career breaks, income protection, 3x volunteering days and much more.

The role:

As part of a team of Board & Company Secretarial Assistants, you will provide high quality and professional administration support to the Board and Committees within the Group. You will take responsibility for:

• Managing the central calendars by scheduling meetings, liaising with directors and members, in line with annual plans and ad-hoc meetings which may be required.
• Acting as a key point of contact for the Non-Executives, to include the Chairs, for all queries relating to meeting arrangements, administration, papers and expenses.
• Providing high quality in-meeting support on logistics to include video conferencing, catering, IT, travel and room bookings.
• Supporting the Assistant Company Secretary and Senior Company Secretarial Assistants with preparing agendas and meeting plans, to include co-ordinating board packs and resource documentation.

What we are looking for:

• Experience of liaising with Executive Committee (“ExCo”) members or at least ExCo +1.
• Experience of facilitating hybrid meetings with Microsoft Teams.
• Familiarity with meeting logistics, event management and expenses.
• Experience or knowledge of Diligent Boardbooks is preferable and essential to have strong IT skills to include Outlook, Word, PowerPoint and Excel.
• Someone who has an ability to work on their own initiative, is self-motivated but is also flexible to work as a team.
• Someone who has excellent attention to detail, who is a confident but respectful communicator and stakeholder manager.
• Someone who is responsive to urgent and competing demands, who is able to meet deadlines and willing to provide additional support to colleagues, if needed.
• Show dependability and, given that you are working in a highly regulated environment and will often be working with confidential or sensitive information, discretion and confidentiality is vital.

Equality and recruitment:

We want to hire the whole version of you. We are committed to ensuring that everyone feels accepted and welcome applicants from all backgrounds. If your experience looks different from what we’ve advertised and you believe that you can bring value to the role, we’d love to hear from you.

If you require any adjustments to the recruitment process, please let us know so we can help you to be at your best. We’re reviewing applications as they come in, so apply early to avoid missing out.

Find out more: Find or get answers from our colleagues: thephoenixgroup.pagetiger.com/guideforcandidates.