Board Secretary - 6 Month FTC

Quintet; Greater London; On-site; GBP 40,000 - 60,000; Full time

Job summary

Brown Shipley is seeking an experienced Board Secretary/Executive Assistant on a 6 month fixed term contract. You will work closely with the Board, Executive Committee and senior leadership to coordinate meetings, governance processes and ensure effective decision making.

Based in London, the role requires excellent organisation, diary management, minute taking and strong stakeholder relationships across a global organisation. If you thrive in a fast-paced environment, we'd love to hear from you.

Qualifications

• Proven EA/PA experience in financial services.
• Strong diary management and prioritisation skills.
• Ability to manage a demanding workload with shifting priorities.
• Experience collaborating across a global organisation.

Responsibilities

• Support the Group Secretary General in BSCO governance.
• Schedule quarterly and ad-hoc Board meetings.
• Prepare and distribute Board reports (Diligent).
• Act as UK secretariat contact for Diligent.
• Take minutes and track actions.
• Prepare rolling agendas for Board and Committees.
• File reports/minutes in central repository and assist Chairs.
• Identify improvements to Board materials and templates.
• Provide EA support to BSCO NEDs including diary management.
• Build relationships with BSCO Board, Exec Committee and stakeholders.
• Secretariat for ExCo: meetings, docs, minutes, rolling agenda.
• Coordinate with Exec Committee for pre/post Board prep.
• Provide governance docs to auditors/regulators as requested.
• Review annual Longform Report for CSSF.
• Administer BSCO composition and terms of reference.

Skills

EA/PA experience

Diary management

Prioritisation under pressure

Global stakeholder relations

Communication skills

Tools

Microsoft Office

Job description

Brown Shipley is looking for an experienced Board Secretary/Executive Assistant to join us on a 6 month fixed term contract . This is a unique opportunity to work closely with our Board, Executive Committee and senior leadership team, playing a key role in ensuring the smooth running of Board and Committee activity. You'll be at the centre of important conversations, helping to coordinate meetings, manage governance processes and support effective decision making across the organisation. If you are highly organised, thrive in a fast paced environment and enjoy building strong relationships with senior stakeholders, we'd love to hear from you.

Key Accountabilities

• 1.Support the Group Secretary General in the management of all BSCO Boards and Board Committees.
• 2.Schedule all quarterly and ad-hoc BSCO Board meetings and Board Committees.
• 3.Prepare and distribute all BSCO Board reports (including via the use of Diligent).
• 4.Be the key administrative contact in the UK of Diligent.
• 5.Provide BSCO Board minute taking as required and ensure that all actions are recorded and distributed to those who have actions allocated to them.
• 6.Prepare the BSCO Board and Board Committees rolling agendas.
• 7.File all BSCO Board and Board Committee reports and minutes in a central folder and assist the Chair, NEDs and members with any related relevant secretariat requests.
• 8. Identify and implement ongoing improvements to the structure of Board materials, such as templates and other required documentation.
• 9.To act as Executive Assistant to the BSCO Non-Executive Directors by providing diary management and any other operational support as required such as expenses and travel.
• 10.Build strong relationships with all members of the BSCO Boards and Executive Committee, Corporate Center and other key stakeholders.
• 11.Act as secretary to BSCO ExCo to include the scheduling of all meetings, the preparation and distribution of documentation (including the use of Diligent), minute taking, the preparation of the rolling agenda, filing of reports and minutes within a central folder and assisting members with any relevant secretariat requests.
• 12.Help co-ordinate activity with the BSCO Executive Committee to prepare for Board meetings and presentations, and support with feedback post meetings.
• 13.Provide relevant BSCO Board, ExCo and regulatory documentation to the auditor and/or regulator as requested.
• 14.Review and update the annual Longform Report for the CSSF in relation to BSCO Boards and Committees.
• 15.Administer the BSCO Composition of Boards and Committees and manage the related Terms of Reference.

Knowledge and Experience

• Proven and relevant EA/PA experience in a financial services (regulated) or associated banking sector.
• Experience in managing diary management and changing priorities.
• Ability to manage a demanding workload with a delivery focus and to work under pressure with conflicting and changing priorities
• Used to working across a global organisation and building collaborative relationships with all employees

Attributes and Qualities

• Adaptable, flexible, solution oriented and creative thinker with a high level of attention to detail
• Proactive attitude, able to prioritize and work collaboratively with and across the Group in a virtual environment
• Highly motivated, has high standards, shows empathy to colleagues and business stakeholders
• Able to challenge status quo and provide solutions to problems
• Strong and effective written/verbal communication skills

Technical Skills

Fully conversant with Microsoft Office Suite (Word, Powerpoint, Excel) and ability to create documentation from scratch

Languages Skills

English (fluent); French and German languages advantageous