Associate, Board Operations

As a member of Group Corporate Secretariat’s (GCS) Board Operations team, the Associate is required to provide high quality support across a broad range of company secretarial and departmental tasks and activities, in particular the smooth running of Board Committee meetings and the distribution of associated papers.

1. Support the relevant Committee Secretaries to ensure the smooth running of all aspects of the specified Board and Board Committee meetings (predominantly Board Risk Committees). This involves preparing agendas, timelines, template minutes, regular papers, co-ordination and distribution of papers through Board Intelligence, and handling meeting logistics such as room and catering arrangements, and reconciliation of meetings.
2. Work with the relevant Committee Secretaries to promptly provide regulators with the necessary committee papers after each meeting, in accordance with agreed protocols.
3. Provide advice and training to paper authors to ensure compliance with Beagle 2.0 guidelines, including reviewing and amending drafts as needed.
4. Serve as the main point of contact for all general enquiries related to organising Board Committee meetings and information requests. This includes regularly providing information to the Group’s auditors and regulators.
5. Coordinate and communicate scheduled and ad-hoc Board and specified Board Committee dates, including pre/post-briefing sessions to the Management Team and other permanent attendees.
6. Be a competent user of Board Intelligence (training will be provided), including providing technical support and training to users of Board Intelligence and the ability to troubleshoot non-routine issues. Building a strong working relationship with the supplier, to ensure that the department is able to maximise the utilisation of Board Intelligence.
7. Develop and maintain strong and professional working relationships with key internal and external stakeholders (e.g. Board Directors, Senior Managers, their PAs, BPMs, IT, videoconferencing teams, hospitality, auditors, and suppliers), building and encouraging an open and collaborative approach to working for all Board/ Committee stakeholders.
8. Own and maintain relevant Board and Committee procedures, guidelines, templates, processes and assurance checks to deliver efficient and effective work practices, liaising closely with the Manager of Board Operations to ensure accuracy at all times.
9. In collaboration with other members of the Board Support team, co-ordinate the annual subsidiary calls for the Board, Audit, Risk and Remuneration Committees and Committee linkages, including scheduling, logistics, and coordination.
10. Provide proactive support and holiday cover to other members of the Board Operations Team, demonstrating a collaborative one-team approach.
11. Maintain the Board Operations mailbox and all calendar invites relating to the Board and Committees.
12. Maintain the hard copy minute books and file soft signed versions.
13. Collaborate with the Company Secretaries on the circulation and reconciliation of written resolutions.
14. Pro-actively contribute to the Group and Function’s AI agenda.

1. Flexibility will be required to work outside normal business hours when required, particularly around scheduled Board / Committee meetings.
2. Possess a positive, flexible and collegiate approach with the ability to contribute to teamwork enhancement.
3. Proven excellent organisational and forward planning skills are essential in this role.
4. Good interpersonal and written and verbal communication skills with the ability to communicate at all levels and between different cultures.
5. Ability to build effective relationships at all levels, demonstrating confidence in dealing with senior executives and Board members, while being a good team-player.
6. Ability to prioritise workload and manage deadlines. Adaptable to last minute and developing events whilst still maintaining composure.
7. Reliable, self-motivated, intuitive and proactive.
8. Possess the ability to identify and drive opportunities for continuous improvement.
9. Strong IT skills, particularly MS Word and MS Powerpoint.
10. Adept to working in a confidential environment, with increased compliance / control standards.
11. Responsibility, perseverance and flexibility. Excellent attention to detail.

We're an international bank, nimble enough to act, big enough for impact. For more than 170 years, we've worked to make a positive difference for our clients, communities, and each other. We question the status quo, love a challenge and enjoy finding new opportunities to grow and do better than before. If you're looking for a career with purpose and you want to work for a bank making a difference, we want to hear from you. You can count on us to celebrate your unique talents and we can't wait to see the talents you can bring us.

Our purpose, to drive commerce and prosperity through our unique diversity, together with our brand promise, to be here for good are achieved by how we each live our valued behaviours. When you work with us, you'll see how we value difference and advocate inclusion.

Together we:

1. Do the right thing and are assertive, challenge one another, and live with integrity, while putting the client at the heart of what we do.
2. Never settle, continuously striving to improve and innovate, keeping things simple and learning from doing well, and not so well.
3. Are better together, we can be ourselves, be inclusive, see more good in others, and work collectively to build for the long term.

In line with our Fair Pay Charter, we offer a competitive salary and benefits to support your mental, physical, financial and social wellbeing.

1. Core bank funding for retirement savings, medical and life insurance, with flexible and voluntary benefits available in some locations.
2. Time-off including annual leave, parental/maternity (20 weeks), sabbatical (12 months maximum) and volunteering leave (3 days), along with minimum global standards for annual and public holiday, which is combined to 30 days minimum.
3. Flexible working options based around home and office locations, with flexible working patterns.
4. Proactive wellbeing support through Unmind, a market-leading digital wellbeing platform, development courses for resilience and other human skills, global Employee Assistance Programme, sick leave, mental health first-aiders and all sorts of self-help toolkits.
5. A continuous learning culture to support your growth, with opportunities to reskill and upskill and access to physical, virtual and digital learning.
6. Being part of an inclusive and values driven organisation, one that embraces and celebrates our unique diversity, across our teams, business functions and geographies - everyone feels respected and can realise their full potential.