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My client is a Global Bank. Looking to hire a Company Secretarial Assistant to join their London HQ. To provide day to day support to the Secretariat to include, taking the minutes of various formal governance meetings, typing and miscellaneous administrative support, working methodically, with great attention to detail, frequently under tight time constraints, including but not limited to the items listed below: To assist the Secretariat Team with the following tasks. Pre-Meeting Administration: Organise meetings Send email notifications, reminders and rescheduling of meetings Prepare the annual and monthly calendar of meetings, calling of meetings, preparation of the agenda, collection of papers, chasing missing papers, accurate collation of papers into meeting packs, updating/making changes to the meeting packs, late circulations, special circulations etc. Ensuring timely and accurate distribution Formal Governance Meetings: Attend formal governance meetings to help with the minutes/prepare the minutes Create a first draft of the minutes for review by the Company Secretary/Chairperson Circulate the draft minutes and monitor the minutes to approval Post-Meeting Administration: Maintain action reports, create consolidated action reports for individuals, circulate action reports, follow-up assigned actions with owners Create, maintain, and publish standard templates Update and maintain meeting attendance records Update and maintain various trackers Update and maintain various calendars Maintain various hard copy and soft copy files and records Liaise with the owner of Policies/Procedures about approvals and publication of the new/amended policies/procedures/manuals in SharePoint. General: Assist in the preparation of MI/committee submissions for the Secretariat Assist in following up/monitoring items to conclusion Develop a close working relationship with the Secretariat (a small, friendly team of two) and other members of staff Take messages for the Company Secretary Answer queries from other staff Will report to company secretary The ideal candidate with following expertise is preferred: Excellent verbal communication in English High standard of written English Previous experience preparing detailed and comprehensive minutes of meetings in English Good working knowledge of Microsoft Office applications including Word, Excel, PowerPoint and Outlook Fast and accurate typing and data input Methodical approach Attention to detail Comfortable managing Softcopy and Hardcopy files (live and archive); Personable, friendly, approach Ability to work under pressure Ability to meet tight deadlines As this is a small friendly team, the role would suit someone who is a team player and who can engage easily with colleagues in other departments Our client is an equal opportunity employer and ensures that no applicant is subject to less favourable treatment on the grounds of gender, marital status, race, colour, nationality, ethnic or national origins, age, sexual orientation, responsibilities for dependants, physical or mental disability. Candidates are selected for interview based on their skills, qualifications and experience. Please note that we can only consider candidates who are eligible to work in the UK and are able to provide relevant supporting documentation.
Our client a leading Insurance firm are looking to hire a Personal Assistant to CEO to join their team on a hybrid working basis. The role will be based in the City of London but for 2-3 months will require travel to their Kent office. As PA you will be responsible for: Providing dedicated assistance to the CEO and Exec Directors. Co-ordinating and preparing board packs for Board meetings. Providing secretarial/administrative support to the Exec team including collating documents, presentations, preparing correspondence, arranging meetings, agendas and preparation of tenders. Organisation of Outlook diary for CEO and other Exec Directors (as required) ensuring effective use of time and preparation of papers and information in advance. Minute taking for meetings, reporting action points clearly and following up with those responsible to ensure deadlines are met. Deal effectively with telephone queries from clients. Managing monthly business and personal expenditure arising from travel, client and staff entertainment, keeping up-to-date records on file and with finance and accounts. Collating and preparing the monthly administrative reports, financial reports and group exception reports. Ensuring the timely collation of all data from the various departments and prepare the report for circulation. Undertaking general secretarial duties. Managing the administration of travel and accommodation arrangements ensuring that such arrangements are in line with company policies and procedures. Event organisation for CEO and Exec Directors to include attendance at events as and when necessary. Manage the holiday/attendance records for the CEO's direct reports. Assist with any ad-hoc work or projects as requested. Our Client is looking for: A polished, confident PA professional Financial Services experience/ experience in a regulated industry would be preferred 5 years PA experience Experience in diary management, expenses management, preparing presentations and arranaging meetings and travel. Our Client Offers: Up to 48k base salary Hybrid working Annual bonus 5% Employer Pension Private Healthcare and Employee Assistance Group Life Assurance Online Discount Portal Season Ticket Loan