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Executive Officer - Ealing, United Kingdom - METANOIA INSTITUTE

METANOIA INSTITUTE

Verified Company

Ealing, United Kingdom

1 month ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Duties:

Develop and maintain administrative systems to support the activities of the Board and Executive Committees
Coordinate logistics for committee meetings, such as booking venues, arranging catering, and ensuring the availability of necessary materials.
Review, establish and manage Committee record keeping within the designated office, ensuring information is accessible and retained in an appropriate manner.
Maintain a comprehensive and up to date published calendar of committee meetings, ensuring changes to published schedules are communicated and arranged effectively in collaboration with other ley stakeholders.
Maintain a detailed calendar of committee actions and deadlines and proactively advise owners on impending deadlines.
Prioritise, coordinate and arrange committee meetings including the preparation of briefing material, distribution of papers and agendas and taking forward any points of action, as required.
Support various key governance and committee activities including the collation of

information, preparation of papers and reports, maintaining confidential records,

dealing with queries and full committee support as required.

To ensure that all committees operate in accordance within Institutional guidelines
To be thoroughly familiar with the various committees' terms of reference so that appropriate advice on the committee's business in relation to them can be given on them when needed.
To advise the chair of each committee on issues relating to the committee's work and to ensure that the chair is well informed to ensure the smooth delivery of business.
To be aware of the wider context in which the various committees operate and in particular being able to relate its business to the Institutes strategic priorities.
Liaise between members of the Executive and other senior officers, administrative and academic departments, ensuring effective communication.
To take the minutes of meetings according to agreed conventions and ensure that the necessary follow up action is taken. Collect, collate, and present data on a variety of topics as required.
Support the Executive's external relation activities including the organisation of inward and outward visits and other events as required.
Produce a wide range of reports, letters, papers, and presentations, drafting appropriate correspondence on own initiative.
Assist the Executive in undertaking ad hoc projects, working on own initiative to research, prepare and present information as needed.

Essential Skills and Experience

A degree or equivalent professional qualification.

Equivalence may be accepted in lieu of formal qualifications through demonstrating comparable skills and ability to:

Make decisions and solve problems in a complex environment.
Assemble, evaluate and analyse information to inform sound judgements.
Communicate effectively.
Adopt a proactive and selfmanaging work style.
A high level of literacy and numeracy
Excellent IT skills including advanced knowledge of word processing, spreadsheet and presentation software packages, preferably Microsoft Word, Excel and PowerPoint.
Significant prior experience of efficient and effective running of committee meetings, preparing agendas, taking minutes to a high quality.
Experience of effectively managing electronic and paperbased filing and information systems.
Experience of working in a higher education environment may be an advantage but is not essential.
Excellent team working skills with the ability to work collaboratively and cooperatively with colleagues and external stakeholders.
Exceptional interpersonal skills with an articulate, confident and diplomatic approach to communications and tact and discretion when dealing with sensitive issues.
Ability to successfully manage relationships with a wide range of contacts both internal and external to the Institute.
Ability to assimilate large quantities of written and verbal communication quickly and produce accurate, timely minutes and records of agreed objectives and actions for follow up.
Excellent attention to detail, including proof reading skills, with the ability to maintain a high level of accuracy.
Ability to work under pressure, meet tight deadlines and manage competing priorities on own initiative. Ability to draft a high standard of written correspondence on own initiative.
Ability to deal with sensitive information and to maintain confidentiality at all time.
A good understanding of information and procedural governance.