Committee Operations Assistant exposure in Governance

My client , based in the City of London are recruiting for a Committee Operations assistant to potentially join their team in May.

This role is due to the expansion of the workforce and the ideal applicant would've had a strong background in Administration as well as an exposure to governance.

Main purpose of job:

Deliver high quality and professional committee and governance support to clients and internal stakeholders.

Ensure the smooth operation of the client boards and committee meetings.

Key tasks

Deliver committee operations services that are efficient, effective and meet customer expectations.

To include:  

• Client and Syndicate Boards / Management Committees
• Client Underwriting, Reserving and Investment Committees
• Client focused governance forums.

Carry out preparatory tasks for committee meetings in line with agreed service levels:

• Schedule meetings, book meeting rooms and order refreshments
• Update central committee schedule, communicating changes to relevant stakeholders
• Prepare and issue agendas, establishing which papers are required and who will be presenting
• Request and chase for meeting papers
• Create meeting packs in line with agreed quality standards

Act as the point of contact for related director/member/attendee queries.

Facilitate the smooth operation of each client governance meeting by attending ‘in-person’ meetings as required to ensure the room is set up appropriately, the technology works and the meeting is being recorded.  

May be required to take minutes for ad hoc meetings.

Following client governance meetings:

• Maintain meeting attendance records

• Liaise with chair and external outsourced firm if appropriate to agree the draft minutes and issue to members within agreed service levels.
• Maintain action logs, issuing updates to action owners as soon as possible after the meeting.

Liaise with the Company Secretariat team to align agendas, papers and scheduling.  May be required to provide support during peak times.

Provide other administrative support as may be required from time to time.

Key personal skills required

• Strong organisational skills, managing multiple priorities with competing deadlines whilst ensuring work is consistently accurate.

• Excellent communication skills, both oral and written, and the ability to develop and maintain effective working relationships

• Good interpersonal skills – able to deal with colleagues, directors and clients at all levels. Should have the confidence to persuade others to provide information and meet deadlines

• Self-starter – able to display initiative and work with autonomy