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Company Secretary/EA to COO

Office
£39,000 - £43,500
London
NW/15079

Salary: £39,000 - £43,500+ benefits including 25 days holiday, final salary pension, continuous professional training & more

Location: London, SE1

Skills: Company secretary, EA, PA, Team Secretary, diary management, due to the nature of this position that you will be required to undertake an enhanced DBS check, charity, board level

 

This is a fantastic opportunity to work for one of the largest multi-academy trusts in the UK. As the Company Secretary (CO) and Executive Assistant (EA) you will be supporting the Chief Operating Officer (COO) with all business commitments.

 

About the Role

 

Our client are looking for a proactive and intuitive individual to fulfil this role - you will enable the Board to fulfil its governance functions and ensure that its statutory, company and charitable obligations are met. As Executive Assistant you will support and manage the COO in all his commitments and provide executive administrative support. You will be the first point of contact for the COO with internal and external people alike.

 

Company Secretarial duties will include:

 

  • To maintain a good working knowledge of Charity and Company law
  • To act as the custodian of the Articles of Association of the company, reviewing their appropriateness and checking that the charity’s activities reflect the objects set out
  • To alert the Board on the implications of decisions that may impact on the Objects or Powers of the Charity.
  • To oversee appointments to the board, updating the Charity Commission and Companies House and to manage terms of office
  • To maintain websites with information about board members and their attendance
  • To maintain an annual register of board members’ declaration of business interests
  • To complete annual returns. Provide Members and Auditors with notice of meetings as required by the Articles of Association.
  • Liaise with the Chair, CEO, COO and Group CEO to service the Board meetings and Sub Committee meetings, preparing agendas, collating reports, etc.
  • To be the first point of reference for board member queries. Attend all meetings of the Board, Audit & Risk Committee and Board Finance Committee to take minutes and participate in other meetings as required, e.g. Board conference calls
  • To organise Trustee induction programmes, ongoing training and relevant declarations

 

Executive Assistant duties will include:

 

  • The management of the COO’s mail box. Decision making within guidelines, in accordance with the policies determined by the COO, and to ensure that confidentiality is kept, deadlines achieved and effective support to staff is provided
  • Provide full administrative support for the Chief Operating Officer to include liaison with outside agencies and staff, management of appointments and processing expenses
  • To plan and co-ordinate meetings chaired by the COO, ensuring that all actions are recorded
  • Organisation and maintenance the COO’s diary
  • Deal with correspondence, preparing letters and taking dictation and minutes on behalf of the COO
  • To produce documents, briefing papers, reports and presentations as requested by the COO, including proof reading documentation and correspondence
  • To attend meetings, ensuring the COO is well prepared for meetings. Travel with the COO as agreed to provide general assistance, to take notes, identify priorities
  • Administration to include arranging meetings/rooms, maintaining the contact lists, organising filing, booking travel and hotel rooms, organising conference calls and ensuring the smooth administrative operation of the department
  • To compile Board papers and ensure they are sent in good time for meetings. To circulate reports, minutes and agendas for Board and Sub-committee meetings
  • Process expense claims of the COOs direct reports on iTrent and prepare for sign off
  • Impart day-to-day guidance to the service delivery team to enhance productivity and empower the capability of the team to deal with demands on their services
  • To co-ordinate performance management and ensure that the COO is kept up-to-date with Heads of Service performance against objectives.

 

The successful candidate will have:

 

  • Previous experience of working as an EA/PA for a senior leader
  • A Company Secretary qualification or previous experience in a company secretarial role
  • Be confident in managing complex issues and making decisions against tight timescales
  • An excellent standard of written and spoken English and be able to converse at ease with senior colleagues, business contacts and members of the public
  • High level knowledge of IT programmes
  • A calm, adaptable and mature approach with an ability to work under pressure within a busy office environment
  • Possess excellent prioritisation and time management skills
  • Excellent interpersonal skill
  • High level of attention to detail
  • High level of tact and diplomacy
  • Ability to handle confident and sensitive information with discretion
  • An enthusiastic team player

 

Due to the large numbers of responses we receive, despite our best efforts it is not possible to respond to every application. Therefore, only short-listed candidates will be contacted for this particular role and if you haven't heard from us within 7 days please assume you have been unsuccessful on this occasion. Please feel free however to apply for further roles and we will certainly keep your details on file and contact you with suitable vacancies.

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