Executive Assistant /Board Coordinator

The Maine Group; City Of London; On-site; GBP 60,000 - 70,000; Full time

Job summary

The Maine Group in London is seeking an Executive Assistant to the Company Secretary to coordinate quarterly Board and Committee activities across global regions and support senior leadership.

You will manage calendars and papers, prepare high-level documents and PowerPoint slides, and maintain governance records with confidentiality and precision.

This role requires international travel for board meetings and an proactive, independent work style in a fast-paced financial services environment.

Qualifications

• Board/Committee coordination experience essential.
• Experience with BoardVantage or similar board portal highly desirable.
• Excellent organization and meticulous attention to detail.
• Digitally confident and quick to learn new systems and AI tools.
• Strong MS Office skills, including PowerPoint.
• Proactive, capable and independent worker.
• Confidential handling of information and senior stakeholder liaison.
• Experience in investment/financial services advantageous, but not required.

Responsibilities

• Coordinate quarterly Board and Committee meetings across global regions.
• Manage Board calendars, meeting logistics, papers, materials and follow-up actions.
• Prepare and amend high-level documents and PowerPoint presentations.
• Maintain Board records, registers and governance databases.
• Support Directors, senior stakeholders and the Company Secretary with Board activity.
• Ensure governance records are accurate, secure and confidential.
• Travel internationally to support quarterly Board meetings when required.

Skills

Board coordination

Board portal experience

Excellent organization

MS Office & PowerPoint

Independent worker

Confidential handling

Stakeholder liaison

Investment/financial services exposure

Tools

BoardVantage

Job description

Executive Assistant to Company Secretary
£60,000–£70,000 + discretionary bonus | Permanent | London

The Role

• Coordinate quarterly Board and Committee meetings across multiple global regions
• Manage Board calendars, meeting logistics, papers, materials and follow-up actions
• Prepare and amend high-level documents and PowerPoint presentations
• Maintain Board records, registers and governance databases
• Support Directors, senior stakeholders and the Company Secretary with Board activity
• Ensure Board governance records are maintained accurately, securely and confidentially
• Travel internationally to support quarterly Board meetings when required

About You

• Previous Board or Committee coordination experience is essential
• Experience with BoardVantage or a similar Board portal is highly desirable
• Exceptionally organised with meticulous attention to detail
• Digitally confident and comfortable learning new systems, technology and AI tools
• Strong document creation and MS Office skills, including PowerPoint
• Proactive, capable and confident working independently
• Comfortable liaising with senior stakeholders and handling confidential information
• Professional, discreet and able to manage competing priorities effectively Experience within investment or financial services, would be advantageous, although not essential.

Working pattern: 5 days per week in the London office with very balanced hours (9-5) with the exception of quarterly for board meetings

Travel: International travel required quarterly with additional hours may be needed around Board meetings