Executive Assistant - London, United Kingdom - Muscular Dystrophy UK

Description

#ExecutiveAssistant wanted for a busy but inclusive working environment


Main purpose of role:

• To provide administrative and organisational support to the Chief Executive and members of the Senior Leadership Team (SLT).
• To ensure meetings of the Board of Trustees (including the Annual General Meeting of the charity) are organised and serviced to enable the Board to perform its governance role effectively and to service committees and working groups as needed.
• To ensure up to date records of trustee appointments are held by the Charity Commission and Companies House and also ensure charity members are formally approved and details entered in the register of charity members.
• To provide general administrative support to the Head of HR and processing of invoicing and expenses working alongside the finance team.

Main tasks and responsibilities:

To provide secretarial and administrative support to the Chief Executive (CEO).

• Support the CEO as required, including diary planning, arranging meetings and making reservations for travel and accommodation.
• Prepare briefing papers and provide information in advance of the CEO's meetings and obtain information from internal colleagues and other sources as needed.
• Prepare presentations liaising with colleagues and sourcing video clips, images and data.
• Work across teams to source accurate data and case studies for speeches.
• Coordinate the annual CEO Christmas cards, working closely with all teams to prioritise cards, and the database team for accurate data and filing.

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To manage the administration of meetings of the Board of Trustees and related governance matters plus other committees and working groups:

• Manage the administration of Board and Appointments & Remuneration Committee meetings, and other committees or working groups as requested by the CEO; setting up meetings, assisting in building packs and filing them.
• Circulate Board papers to trustees and directors in both print and electronic formats (as requested) in line with deadlines.
• Ensure accurate Board minutes are taken and filed.
• Lead in the planning and organisation of the charity's Annual General Meeting. Ensure nominees, applicants and new Trustees receive the correct paperwork, and their paperwork is filed on receipt.
• Provide data for annual Trustees skills, representation and experience review.
• Ensure suitable meeting rooms are reserved and put in place support for trustees including travel arrangements, catering and accommodation.
• Maintain oversight of the charity's governance arrangements generally including up to date records of the terms of reference of the Councils and Committees and the names and contact details of members.

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To ensure up to date records of trustee appointments are held by the Charity Commission and Companies House and also ensure charity members are formally approved and details entered in the register of charity members:

• To assist the CEO and Finance Director with records for statutory bodies updates
• Companies House, Charity Commission, HRMC, etc. including Trustees appointments, record keeping, etc.
• Liaise with internal colleagues to update information about the charity's trustees (including the website) and prepare information about trustees and committee members for the charity's Annual Report and Impact Report.

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To undertake new tasks/projects and provide general administrative support within the charity from time to time
:

• To provide administrative support to the SLT, including arranging meetings and making reservations for travel and accommodation.
• Manage the administration of Committee meetings including the Finance Committee, Services Development Committee, Regional Neuromuscular Networks, Appeals Board; setting up dates, preparing reports as needed and taking followup actions after meetings, ensuring accurate minutes are taken and filed.
• To organise charitywide team meetings for an online, hybrid and in person audience as required.

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To provide administrative support to the charity's Head of HR and Finance team from time to time:

• Manage the administration and paperwork associated with the old Charity pension scheme, Utmost Life & Pensions.
• To assist the Head of HR with the administration of probation and annual reviews.
• To assist the Head of HR with the administration of holiday booking.
• To assist the Head of HR with the administration of mandatory online training for all staff.

Job Types:

Full-time, Permanent


Salary:

£30,000.00-£32,000.00 per year


Benefits:

• Company pension
• Enhanced maternity leave
• Health & wellbeing programme
• Life insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• London: reliably commute or plan to relocate before starting work (required)

Experience:

- charity: 2 years (required)


Work Location:
Hybrid remote in London

Application deadline: 30/07/2023