ABL Recruitment
Administration & Secretariat Executive
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Title: Administration & Secretariat Executive
Salary: to £34,000
Location: Central London
Work style: Hybrid
Sector: Not-for-profit / philanthropy / Charity / Membership Organisation
The role
This is a rather unusual administrative role and not at all a classic PA role. At its heart, this is a governance, stakeholder, ceremonial-events management position in this not-for-profit membership organisation. You will sit in the division that oversees a very substantial membership comprising around 180,000 members & 30 overseas subsidiaries.
The role in a nutshell
You help make sure the formal machinery behind one of the world's largest and oldest membership organisations works properly as follows:
- Organising / coordinating high-level meetings and large ceremonial events
- Supporting Governance
- Relationship management
- Proofreading & document management
Duties
Organising & coordinating events
- Organise major meetings, conferences and events
- Handling logistics, paperwork, booking processes and seating plans
- Review the event schedule (attendance lists/seating plans/including issues around seniority etc)
- Liaise with regional and overseas teams
- Assembling paperwork required for the event, checking names, titles, attendance information, bookings and other documentation
- Attendance at the event to ensure it runs smoothly
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Supporting governance & technical admin
- Compliance: Understanding and implementing the protocols and guiding principles of the organisation and ensuring correct guidance is given
- Processing formal documents including warrants, charters etc
- Management of formal institutional records where names, titles, dates, wording and authorisations need to be right
- Getting appropriate approvals for any document changes
- Checking that all the formal governance requirements and documentation behind has been completed properly
- Capture information via a new online portal
Relationship management
- Senior stakeholder relationship management within a complex membership/governance organisation
- Chase for missing information
- Resolve any misunderstandings with tact and diplomacy
- Assist the internal team adapt to the new Portal
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Proofreading & document control
- Document control, data accuracy and meticulous checking
- Verifying names, spelling, dates, titles, terminology, formatting, inconsistencies, omissions and whether information matches the underlying records
- Help produce the organisation's Yearbook for publication
- Cross-check paperwork for an upcoming event
REQUIREMENTS
- English to native standard (essential)
- Outstanding administrative skills
- Proven experience in complex large-scale meeting/event coordination
- A background in a professional membership body, Institute or Royal College accreditation bodies, charities (ideally)
- Proven experience in preparing detailed committee papers, organising board or council meetings, maintenance of governance records
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