Interim Board and Committee Assistant - Household Name


We are seeking a Board and Committee Assistant for our client, a leading media brand, who are based in West London. This role is covering maternity leave, working closely with the Company Secretary and their PA, and is to start as soon as possible with an expected end date in October 2020.  This role would suit someone with director-level exposure within a prior position in the company secretarial field, ideally with meetings and board support experience. Duties will include supporting and preparing high level Board and Committee meetings, working closely with the Chairman and CEO on day to day matters and assisting with the onboarding and support of NEDs.  You will be able to perform under pressure in a fast-paced environment and be able to confidently liaise with senior stakeholders. Travel will be necessary on one occasion to San Francisco. If you’re looking for your next role within a first-rate company with a global reach, please apply today.

Role and responsibilities

  • Organising all aspects of meetings (both local and international) for:
    • Board;
    • Audit & Risk Committee;
    • Investment & Finance Committee;
    • Remuneration & Nominations Committee;
    • Technology Council;
    • Disclosure Committee; and
    • Charity Committee.
  • For these:
    • Compiling agendas based on actions from previous minutes and standing agendas;
    • Communication of key deadlines for Board and Committee pack production and communication to stakeholders/presenters ahead of time;
    • Responsible for ensuring uniform board documentation packs;
    • Co-ordinating and distributing papers via Diligent Boardbooks;
    • Preparation of the annual calendar for the Board of Directors to include corporate events and key dates;
    • Organisation of pre-Committee meetings and ad-hoc meeting requests from NED’s;
    • Updating and maintaining the electronic and paper-based filing systems for Board and Committee related records and minutes; and
    • Arranging the payment of fees
  • NED induction management
  • Supporting the Board of Directors, in particular the Non-Executive Directors with requests and queries (accommodation, transfers, flights, expenses and personal items)
  • Arranging annual Board dinners and drinks for senior executives across the Group’s operating companies (both in London and internationally)
  • Working alongside the Company Secretary to update the Board and Committee standing agendas and Terms of Reference
  • Releasing routine financial announcements
  • Raising purchase orders, expense claims and arranging invoices relating to Board and Committee matters
  • Set up of conferencing equipment (telephones, videos, projectors, laptops) and general upkeep of meeting rooms for Board and Committee meetings
  • Working alongside the PA to the Company Secretary as necessary, covering absence and holiday

Experience and qualifications

  • Prior experience in a similar role in a professional office environment
  • Good use of Microsoft Office (Outlook, Word, Excel, PowerPoint)
  • Use of 'Diligent' board paper software or similar would be desirable

Personal Qualities

  • Well-organised, committed, self-motivated and pro-active
  • Team player who adapts well to change and stays calm under pressure
  • Smart, presentable and sociable
  • Good initiative and capacity for hard work
  • Ability to work to deadlines
  • Good communication skills
  • Ability to deal with confidential information

Thank you for your interest in this Core Job. If you’d like to apply for this job, please click on “apply” and attach the latest version of your CV (unless we already have it). Alternatively, you can always give one of our Recruitment Partners a call.

Reference Number: 1532

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