Hamlin Knight are currently recruiting for a PA to MD for a property and housing organisation located in Warwick.
*Manage and maintain the agendas for the Board and associated committees/ working groups and the College of Fellows.
*Act as the main contact for questions and requests for advice about Board meetings and the main point of contact for queries and requests from Board members and senior members of staff.
*Work closely with the Executive Chair of the Board and the Managing Directors
*Organise the Annual General Meeting, arranging meeting rooms and accommodation, IT resource, the process for Board and Presidential elections, prepare and arrange publication of the Annual Report and put a programme in place for the AGM, ensuring that all items required to support are in place.
*Attend and minute Board and College of Fellows meetings (and any other meetings) as required.
*Prepare agendas for each meeting, circulate papers and instructions to attendees.
*Ensure those preparing submissions for Board meetings are fully aware of what is required, e.g. deadlines, format, content, style and delivery of any presentation.
*Review committee submissions and raise any issues/concerns with the author(s) and senior manager(s)
*Provide oversight of briefings (quality, content etc.) prepared for the Executive Chair of the Board and the Managing Directors as required.
*Maintain a clear and organised file of Board correspondence, papers, minutes and agendas so that relevant personnel have clear and easy access to these.
*Work with the Managing Directors to improve communication and understanding across the organisation about the governance and Board structure.
*Ensure the scheduling of Board meetings is carried out effectively and accurately to meet the needs of Board members.
*Organise the meetings for the Board and the College of Fellows, including the provision of hotel accommodation, lunches and administrative detail such as signing in lists, name badges, extra copies of meeting papers, etc.
*Organise and administrate any other meetings required, such as Heads of Department, Business Review and Staff meetings.
*Organise the annual Christmas lunch for employees and any other staff events as requested.
*Deputise when necessary at other meetings, if required to take minutes.
*Undertaking any reasonable/relevant duties as may be requested.
The successful candidate will be an experience PA who has experience of working in a busy, highly pressurised environment where it has been necessary to juggle competing and different priorities; highly organised, fast and efficient with the ability to multi-task and organise others.
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