Board Administrator and CEO Office Support in London

Location: London / Hybrid

Job Type: Part Time, Permanent

Salary: £16,200 - £18,000 per annum (FTE £27,000 - £30,000) based upon experience plus discretionary bonus and comprehensive benefits

Overview

We are seeking an experienced administrator with secretarial skills to act as the administrator for techUK's member Boards. The successful candidate will have strong secretarial and administrative skills, familiarity with senior relationship management, proficiency in MS Office, record keeping, good document drafting and communication skills.

Responsibilities

• 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 techUK 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
• Support the CEO's PA in their tasks: managing CEO email accounts, handling incoming calls and postal correspondence, coordinating and managing extensive travel arrangements for the CEO and Senior Leadership Team, processing business expenses, updating and managing CRM database, arranging support for business review meetings, team away days, internal/external events, coordinating meetings, providing secretarial support to the rest of the Senior Management team

Skills, Knowledge and Expertise

• 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
• Ability to manage multiple priorities and tight deadlines, exercising sound judgement
• Proactive and adaptable approach to work

Essential Knowledge and Experience

• Previous experience in EA/PA role supporting a CEO or similar
• 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 Companies House requirements

Additional Information

This is a part-time role based out of techUK's London offices, however techUK operates a flexible working policy. This role is three days a week. The 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. The successful candidate must have permission to work in the UK prior to the commencement of employment.