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- Tasks: Support the Executive Council and organise national conferences while taking accurate minutes.
- Company: Join a dynamic team in the Constitutional Administration Department overseeing democratic processes.
- Benefits: Gain valuable experience, develop professional skills, and enjoy opportunities for travel.
- Why this job: Make a real impact in democracy while enhancing your organisational and communication skills.
- Qualifications: Previous office experience and advanced Microsoft Office skills are essential.
- Other info: Be part of a supportive team with opportunities for career growth.
The predicted salary is between 30000 - 40000 £ per year.
This role forms part of the Constitutional Administration Department which oversees all elements of the democratic processes throughout the Union. Duties cover a range of activities from supporting the Executive Council and its members, through to arranging national conferences. The successful candidate will need to attend Executive Council meetings, internal and external conferences and other events and therefore travel and periods away from home are a necessary part of the role - which can be periods usually up to 7 days, but longer on occasion.
One of the key features of this role will be responsibility for taking minutes of the Executive Council meetings which are held over 5 days; and then producing the minutes document. Therefore, demonstrable ability to speedily and accurately minute long and complex meetings is an absolute necessity. The post holder will be an integral part of the constitutional administration team, working alongside its other staff members and report to the Head of the Constitutional Administration.
Main Duties & Responsibilities
- Taking minutes of Executive Council meetings and producing the consequent minutes document
- Putting in place arrangements for Executive Council meetings, including administrative support
- Assisting in the organisation and running of national conferences, including:
- Keeping databases of elected delegates
- Liaising on hotel accommodation
- Communicating with delegates on conference arrangements
- Liaising with venues on booking arrangements
- Liaising with internal departments on conference arrangements
- Liaising with 3rd party providers of conference services
Experience Required
- Previous office experience in an Executive assistant and Senior administrative capacity
Education / Qualifications
- Competent use of all Microsoft Office applications with a minimum standard of Advanced Excel and Advanced Word qualifications are essential criteria.
Skills / Knowledge / Ability
- Accurate minute taking in long and complex meetings
- Good interpersonal skills, the ability to communicate with people at all levels.
- Discretion and the ability to work to a high degree of confidentiality.
- Ability to produce professional reports and documents
- Ability to work under pressure and meet deadlines.
- Ability to prioritise workloads.
- Proven ability to build and manage databases
- Highly organised and ability to manage one’s time and appropriately prioritise workload both on a day to basis, but also on a rolling 6-year programme of events.
- Transcription skills using appropriate techniques (e.g. Shorthand, Speedwriting, note taking.)
Skills / Experience - desirable but not essential
- Experience of working in a trade union / lay member led organisation would be an advantage.
CLOSING DATE: Monday 6th April 2026 @23:59
Executive Assistant & Conference Administration Co-ordinators (x2) employer: Unite the union
Contact Detail:
Unite the union Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Executive Assistant & Conference Administration Co-ordinators (x2)
✨Tip Number 1
Network like a pro! Reach out to people in your field, attend events, and connect with professionals on LinkedIn. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the company and practising common questions. We recommend doing mock interviews with friends or family to boost your confidence and refine your answers.
✨Tip Number 3
Show off your skills during interviews! Bring examples of your work, especially if you’ve got experience in minute-taking or event organisation. This will help demonstrate your capabilities and make you stand out.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, we love seeing candidates who are proactive about their job search!
We think you need these skills to ace Executive Assistant & Conference Administration Co-ordinators (x2)
Some tips for your application 🫡
Show Off Your Minute-Taking Skills: Since taking minutes is a key part of the role, make sure to highlight any experience you have in this area. If you've tackled complex meetings before, let us know how you managed to capture everything accurately and efficiently!
Be Organised and Detail-Oriented: We love candidates who can juggle multiple tasks without dropping the ball. In your application, share examples of how you've successfully managed various responsibilities, especially in a busy office environment.
Tailor Your Application: Don’t just send a generic CV! Make sure to tailor your application to reflect the specific skills and experiences mentioned in the job description. Show us why you're the perfect fit for our team!
Apply Through Our Website: To make sure your application gets to us, apply directly through our website. It’s the best way to ensure we see your amazing skills and experience right away!
How to prepare for a job interview at Unite the union
✨Master Minute Taking
Since accurate minute taking is crucial for this role, practice summarising complex discussions. Try recording mock meetings and transcribing them to improve your speed and accuracy. This will not only boost your confidence but also demonstrate your skills during the interview.
✨Know Your Microsoft Office
Make sure you're well-versed in Microsoft Office, especially Excel and Word. Brush up on advanced features that can help you manage databases and create professional documents. You might even want to prepare a quick demonstration of your skills if asked!
✨Showcase Your Organisational Skills
Be ready to discuss how you prioritise tasks and manage your time effectively. Prepare examples from your past experiences where you successfully handled multiple responsibilities, especially under pressure. This will show that you can thrive in a busy environment.
✨Engage with Interpersonal Skills
This role requires strong communication skills, so think about how you can showcase your ability to interact with various stakeholders. Prepare anecdotes that highlight your discretion and professionalism when dealing with sensitive information or high-level individuals.