Committees Coordinator - Hybrid

Location: City of Edinburgh

Committee, Board, and Council Coordination

* Plan, schedule, and coordinate quarterly Board meetings, including agenda preparation, collating papers, issuing meeting packs, minute taking, and tracking completion of actions.

* Organise and support weekly Office Bearers lunchtime meetings, including agenda setting, drafting short‑form minutes, and ensuring actions are progressed.

* Coordinate quarterly Council meetings, preparing agendas, minutes, actions, attendance lists, and follow up communications.

* Provide full administrative support to all CSEM Committees, liaising with Committee Chairs and leads to organise meetings, gather papers, prepare agendas, produce accurate minutes, and monitor actions.

* Maintain annual governance calendars (Board, Council, Committees), ensuring timely scheduling and alignment with College timelines.
Governance Administration & Compliance

* Manage and monitor attendance for all Committees, Council, and Board meetings; maintain accurate registers, term of office records, and membership databases.

* Coordinate and administer elections for Council, Board, or Committee positions, including nominations, candidate communications, and results administration.

* Work with staff and Committee Chairs to support the recruitment and appointment process for new members, including filling vacant roles.

* Ensure actions and recommendations are tracked, escalated, or cascaded appropriately between Committees, Council, and Board.

* Assist in preparing documentation for the Annual General Meeting (AGM) and provide administrative support during the event.

* Support senior staff with requirements relating to the Charity Commission, including coordinating information, maintaining compliance records, and assisting with governance submissions.

* Provide administrative and coordination support for any required changes to the College Byelaws, including preparing meeting papers, tracking approval processes, and maintaining updated documentation.

* Maintain a working understanding of the College Byelaws and governance framework to ensure committee processes align with regulatory and constitutional requirements.
Communication, Papers & Document Management

* Prepare meeting papers and agendas in collaboration with Chairs, Office Bearers, and senior staff.

* Upload and archive approved minutes, agendas, and papers in accordance with governance and data management procedures.

* Maintain clear and accurate filing systems, including confidential documents.

* Liaise with internal teams to ensure Committee decisions are actioned and communicated appropriately.
Operational & Administrative Support

* Support Committee Chairs, Office Bearers, and senior staff with queries, meeting preparation, action tracking, and follow up.

* Provide governance assistance for ad hoc working groups, project Committees, or task‑and‑finish groups.

* Support process improvements for governance workflows, templates, document systems, and communication processes.

* Provide occasional support for College events or formal functions where governance input is required.
Other Duties

* Work occasional evenings to support meetings as required.

* Undertake reasonable additional tasks to ensure the smooth functioning of CSEM governance and administration