Executive Assistant (Board / SLT Level)

Moore Engage

Hours
25 or 37.5 hours per week

Salary
£35,000 - £40,000 per year

About the Organisation

We are a professional services firm and provide outsourced business services support by providing high-level Executive admin and company secretarial duties to trade and professional associations, academic societies, and other not-for-profit membership organisations. We are Moore Engage, and our fundamental purpose is to provide dedicated service excellence to our valued client portfolio.

About the role

Experienced Executive Assistant to support our client portfolio and provide administrative duties to manage multiple client Boards and Exec Committees, mainly in the charitable and Associations sector. This is a fascinating and varied role with flexibility needed to attend early evening client committee meetings in central London, occasional full-day meetings in other cities in the UK, and possible weekend meetings from time to time. This can be reclaimed as Time off in Lieu.

This is a busy client-facing role as you will be proactively managing multiple client Boards and providing secretariat activities to include meeting planning, preparing Board packs, drafting of agendas and Executive summaries, effectively taking minutes and promptly following up and distributing actions/matters arising to the client and our internal teams

Responsibilities

• Efficiently managing the annual calendar of meetings and events for the client Boards that you manage
• Assisting with statutory filings and obligations for Companies House filings
• Day-to-day liaison with the Board of Directors, Chairs, Non-Executive Directors, and Independent Non-Executive Directors for each client. You could also be organising the sub-committees of the Boards.
• Managing annual/quarterly contract review meetings to cover contract performance / KPIs and hours analysis reporting.
• Arranging and overseeing the practical matters relating to the Board and Committee meetings for each client, as well as onboarding new Board members
• Managing annual elections / AGMs
• Provide guidance on membership renewals and membership cost increases
• Working closely with our other outsourced teams that support the same clients, including Accounts, Conferences / Events, and Membership support.
• Responding to ad hoc requests for information from clients

Skills, Competencies & Experience

Required:

• Proven experience in meeting planning and management, and detailed minute-taking for Board meetings
• You’ll be an exceptional communicator, skilled at managing a broad range of diverse senior stakeholders and building credibility and trust, and liaising confidently with all members.
• Possesses gravitas and credibility to gain trust and respect of senior Board and Committee members, and is able to offer advice, guidance, and challenge where necessary
• Exceptional organisational skills, sound judgement, and the confidence to build long-lasting, trusted relationships at the highest level to ensure we meet our Service Level Agreements and retain our valued clients
• Calm under pressure and able to anticipate needs while meeting the demands of the role
• Capable of thriving in a busy environment while maintaining professionalism and composure
• Able to work independently, be proactive in approach, super organised and meticulous, and accurate record keeping
• Experience of working with multiple Senior Executive / Board level stakeholders and able to anticipate challenges, and offer proactive solutions
• Demonstrate experience in delivering accurate records to strict deadlines under time pressure, and ensure our valued clients receive an outstanding service
• Confident, engaging, and warm personality with excellent professional communication skills both on the phone and face-to-face
• Focused on providing customer service excellence within a service/business environment.
• Excellent administrative and organisational skills with an ability to progress a number of tasks simultaneously, prioritise workload, and maintain effective systems.
• Smart, professional, and well presented at all times for a client-facing role
• Excellent MS Office 365 abilities to include Teams / SharePoint / Outlook / Word / Excel

Compensation & Benefits

• 25 days annual leave with the option to buy up to 10 additional days 
• Medical insurance 
• Annual leave sell-back scheme 
• Christmas office shutdown for all employees 
• Employee assistance programme 
• Paid volunteering days 

Conditions of employment

• You must be eligible to work in the UK

Working locations

• 40% (Luton Office) / 60% Remote

How to apply

• Please email your CV to [email protected]
• Please contact for further information [email protected] 

Policies

Moore Engage is a Disability Confident Employer. If you’re an applicant with a disability that requires reasonable adjustments to complete any part of the application and/or interview process, then please contact [email protected] for assistance.

Moore Engage is an equal opportunity employer and encourages applications from suitably qualified and eligible candidates regardless of gender, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.

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