Executive Assistant; Board​/SLT Level

Full time permanent role Hybrid / Luton Town Centre

Are you a super organised and committed person with outstanding client facing administrative skills working alongside Executives and Board Members for charitable organisations and Associations? Do you love variety, being busy and working as part of a fabulous small team?

We have a full time vacancy for a professional and experienced Executive Assistant to support our client portfolio and provide administrative duties to manage multiple client Boards and Exec Committees mainly in the charitable and Associations sector. We are a professional services firm and provide outsourced business services support by providing high level Executive admin and company secretarial duties to trade and professional associations, academic societies and other not for profit membership organisations.

We are Moore Engage and our fundamental purpose is to provide dedicated service excellence to our valued client portfolio.

• This is a busy client facing role as you will be pro-actively managing multiple client Boards and provide secretariat activities to include meeting planning, preparing Board packs, drafting of agendas and Executive summaries, effectively taking minutes and promptly following-up and distributing actions / matters arising to the client and our internal teams
• Efficiently managing annual calendar of meetings and events for the client Boards that you manage
• Assisting with statutory filings and obligations for Companies House filings
• Day to day liaison with the Board of Directors, Chairs, Non Executive Directors, Independent Non Executive Directors for each client. You could also be organising the sub-committees of the Boards.
• Managing annual / quarterly contract review meetings to cover contract performance / KPIs and hours analysis reporting.
• Arranging and overseeing the practical matters relating to the Board and Committee meetings for each client as well as onboard new Board members
• Managing annual elections / AGMs
• Provide guidance on membership renewals and membership cost increases
• Working closely with our other outsourced teams that support the same clients including Accounts, Conferences / Events and Membership support.
• Responding to ad hoc requests for information from clients

• Proven experience of meeting planning and management and professional, detailed minute taking for Board meetings with accuracy demonstrating exceptional written skills
• You’ll be an exceptional communicator, skilled at managing a broad range of diverse senior stakeholders and building credibility and trust, and liaising confidently with all members.
• Possesses gravitas and credibility to gain trust and respect of senior Board and Committee members and able to offer advice, guidance and challenge where necessary
• Exceptional organisational skills, sound judgement, and the confidence to build long lasting trusted relationships at the highest level to ensure we meet our Service Level Agreements and retain our valued clients
• Calm under pressure and able to anticipate needs while meeting the demands of the role
• Capable of thriving in a busy environment while maintaining professionalism and composure
• Able to work independently, be pro-active in approach, super organised and meticulous and accurate record keeping
• Experience of working with multiple Senior Executive / Board level stakeholders and able to anticipate challenges, and offer proactive solutions
• Demonstrate experience of delivering accurate records to strict deadlines under time pressure, and ensure our valued clients receive an outstanding service
• Confident, engaging and warm personality with excellent professional communication skills both on the phone and face to face
• Focused on providing customer service excellence within a service / business environment.
• Excellent administrative and organisational skills with an ability to progress a number of tasks simultaneously, prioritise workload and maintain effective systems.
• Smart, professional and well presented at all times for a client facing role
• Excellent MS Office
  365 abilities to include Teams /…