Board Administrator and CEO Office Support

Board Administrator and CEO Office Support

Department: CEO

Employment Type: Permanent - Part Time

Location: London

Compensation: £16,200 - £18,000 / year

tech

UK Overview tech

UK is the trade association which brings together people, companies, and organisations to realise the positive outcomes of digital technology. With over 1100 members (the majority of which are SMEs) across the UK, tech

UK creates a network for innovation and collaboration across business, government and stakeholders to provide a better future for people, society, the economy and the planet. By providing expertise and insight, we support our members, partners, and stakeholders as they prepare the UK for what comes next in a constantly changing world.

Role Overview We are seeking an experienced administrator with secretarial skills to act as the administrator for tech

UK’s member Boards. The successful candidate will have strong secretarial and administrative skills, familiarity with senior relationship management, proficiency in MS Office, record keeping, good document drafting and communication skills.

Tasks required in the board administrator role:

• Organise Main Board and Membership, Finance & Performance (MF&P) Board meetings (four each per year), including arranging one lunch and one dinner annually
• Take minutes for all Board and MF&P meetings, review minutes with the tech
  
  UK CEO and CFO, and then with the Chairs of respective meetings
• Prepare scripts for Board Chairs and send to them in advance of meetings
• Send out board papers, ensuring timely distribution by coordinating and following up with Senior Leadership Team (SLT) members
• Liaise with the SLT to draft agendas for board meetings
• Monitor the Company Secretary inbox and respond appropriately to any incoming emails
• Send nomination forms out for selected directors when requested
• Arrange Remuneration Committee meeting annually, including distribution of papers
• Organise Nomination Committee meeting twice a year, ensuring board papers are sent out in advance
• Liaise with marketing to ensure the website is kept up to date in terms of board members changes and ensuring biographies are current
• Coordinate with SME lead and marketing team to organise the timetable for the board elections, prepare the relevant forms, notify all successful candidates of the next steps in the process and inform unsuccessful candidates
• Obtain relevant information for new board members (headshot, bio, declaration of interest, personal details) ensure with Company Secretary they are registered with Companies House
• Annually obtain updated declarations of interest from each director
• Annually confirm with each director that there has been no change in home address for Companies House records

Tasks required in the PA Support role:

• Managing CEO email accounts
• Handle incoming calls and postal correspondence for the executive office
• Coordinate and manage extensive travel arrangements for the CEO and as required by the Senior Leadership Team
• Process business expenses in line with company policies and guidelines
• Update and manage CRM database
• Arrange and provide support for business review meetings, team away days and internal/external events
• Coordinate internal and external meetings by reviewing schedules, identifying suitable times and communicating with external parties including government representatives to arrange meetings for the Senior Leadership Team
• Provide secretarial and administrative support to the rest of the Senior Management team as required

The role reports to the CEO’s PA for task management in the support role to the CEO office, and for professional and career management. The role additionally reports to the Company Secretary for Board administration guidance and task management.

Core Competencies

• Excellent organisation, prioritisation, and time management skills, with the ability to self-motivate
• Strong written and verbal communication skills
• High level of attention to detail, accuracy and confidentiality
• Flexible, adaptable, able to work on own initiative with can‑do‑attitude
• Able to work collaboratively and independently on own initiative
• Ability to manage…