The Executive Assistant (EA) to the Company Secretary & Head of HR is a key position, providing essential support to ensure the seamless operation of the Company’s strategic goals. This role is ideal for a highly organised, proactive, and adaptable individual who thrives in a dynamic environment and is ready to contribute to a variety of administrative, HR, governance, and communication tasks. The successful candidate will be responsible for assisting the Company Secretary & Head of HR with day-to-day operations while liaising closely with the wider Executive Team. This position offers a chance to engage in a broad range of activities, providing the opportunity to take on increasing responsibility over time.
Key responsibilities:
*Oversee the Company Secretary’s calendar, coordinating internal and external meetings, including liaising with board members, trustees, global colleagues, and external contacts.
*Prepare the Company Secretary for meetings, ensuring necessary materials are ready, meetings are scheduled efficiently, and rooms and facilities are properly arranged.
*Manage travel logistics for the Company Secretary, including arrangements for international visitors.
*Handle expense management for the Company Secretary, and in some cases, staff HR-related expenses.
*Assist the Company Secretary & Head of HR in recruitment, including posting job advertisements, scheduling interviews, and supporting the onboarding and offboarding processes for new and departing employees.
*Collaborate with the General Counsel on IT compliance related to employee onboarding.
*Oversee the administration of staff leave and support the integration of ADP software into HR systems.
*Aid in the review and updating of HR policies and the staff handbook.
*Governance and Board Support
*Work with the Company Secretary to schedule board meetings, committee meetings, and any ad hoc sessions.
*Organise logistics for board meetings, including travel arrangements, meeting room set-up, refreshments, and IT equipment.
*Proofread documents for accuracy, grammar, and consistency
*Coordinate internal team events and activities.
*Provide general office support, including photocopying, filing, scanning, and binding.
*Manage the organisation and cataloguing of documents in preparation for off-site scanning and maintain internal archives.
*Excellent written and verbal communication skills, with the ability to communicate effectively with individuals at all levels. as well as strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe, SharePoint, and other relevant software.
*Exceptional organisational and time management abilities, with the ability to handle multiple priorities and meet deadlines.
*Self-motivated, with the ability to take the initiative, multitask, and prioritise tasks efficiently.
*Meticulous attention to detail to ensure all tasks are completed accurately and to a high standard.