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Executive Assistant to the Company Secretary/Head of HR

  • Location:

    City of London, London

  • Sector:

    Administrative Support

  • Job type:

    Permanent

  • Salary:

    Negotiable

  • Job ref:

    JN -112024-82905_1732779481

  • Published:

    28 November 2024

  • Expiry date:

    27 January 2025

  • Start date:

    asap

Job Title: Executive Assistant to the Company Secretary & Head of HR
Reports to: Company Secretary & Head of HR
Location: London Bridge, London
Term: Permanent, Full-time
Key Relationships: Company Secretary & Head of HR (primary), Senior Management Team, Executive Directors

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Role Overview

The Executive Assistant (EA) to the Company Secretary & Head of HR is a key position, providing essential support to ensure the seamless operation of the Company's strategic goals. This role is ideal for a highly organised, proactive, and adaptable individual who thrives in a dynamic environment and is ready to contribute to a variety of administrative, HR, governance, and communication tasks.

The successful candidate will be responsible for assisting the Company Secretary & Head of HR with day-to-day operations while liaising closely with the wider Executive Team. This position offers a chance to engage in a broad range of activities, providing the opportunity to take on increasing responsibility over time.

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Key Responsibilities

1. Diary and Schedule Management

  • Oversee the Company Secretary's calendar, coordinating internal and external meetings, including liaising with board members, trustees, global colleagues, and external contacts.

  • Prepare the Company Secretary for meetings, ensuring necessary materials are ready, meetings are scheduled efficiently, and rooms and facilities are properly arranged.

  • Manage travel logistics for the Company Secretary, including arrangements for international visitors.

  • Handle expense management for the Company Secretary, and in some cases, staff HR-related expenses.

2. Human Resources Administration

  • Assist the Company Secretary & Head of HR in recruitment, including posting job advertisements, scheduling interviews, and supporting the onboarding and offboarding processes for new and departing employees.

  • Collaborate with the General Counsel on IT compliance related to employee onboarding.

  • Oversee the administration of staff leave and support the integration of ADP software into HR systems.

  • Aid in the review and updating of HR policies and the staff handbook.

3. Governance and Board Support

  • Work with the Company Secretary to schedule board meetings, committee meetings, and any ad hoc sessions.

  • Organise logistics for board meetings, including travel arrangements, meeting room set-up, refreshments, and IT equipment.

  • Proofread documents for accuracy, grammar, and consistency.

4. General Team Support

  • Partner with the Office Manager to provide executive-level support for various tasks.

  • Coordinate internal team events and activities.

  • Provide general office support, including photocopying, filing, scanning, and binding.

  • Manage the organisation and cataloguing of documents in preparation for off-site scanning and maintain internal archives.

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Additional Responsibilities

  • Undertake other tasks and responsibilities as required by the Company Secretary & Head of HR or senior management team members.

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Person Specification

  • Communication: Excellent written and verbal communication skills, with the ability to communicate effectively with individuals at all levels.

  • Proactive & Positive Attitude: A solutions-oriented, can-do attitude and ability to stay positive under pressure.

  • IT Proficiency: Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe, SharePoint, and other relevant software.

  • Organisational Skills: Exceptional organisational and time management abilities, with the ability to handle multiple priorities and meet deadlines.

  • Adaptability: Able to work flexibly and handle sudden changes in priorities or workload.

  • Team Player: Capable of working collaboratively and building positive relationships across teams.

  • Independence & Initiative: Self-motivated, with the ability to take the initiative, multitask, and prioritise tasks efficiently.

  • Attention to Detail: Meticulous attention to detail to ensure all tasks are completed accurately and to a high standard.

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This role offers an exciting opportunity to contribute to the efficient running of the company's executive and HR functions. The ideal candidate will have a professional, adaptable approach and be eager to take on new challenges in a fast-paced environment.