The Stafford Building Society
Executive Assistant
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Purpose of role
To provide administrative, organisational and logistical support to the:
- CEO
- the Company Secretary
- Head of HR.
Supports the delivery of high-quality corporate governance, company secretarial and compliance services across the Society, by assisting the Company Secretary in maintaining strong governance practices and supports the effective operation of the Board, Committees and executive management.
Assists with delivering an excellent colleague journey through the effective and efficient completion of HR administration.
Key role responsibilities
Company Secretariat:
- Assist with the planning, administration, and coordination of Board, Committee and other Society meetings.
- Prepare and distribute meeting agendas, papers, and documentation within agreed timelines.
- Draft and maintain accurate minutes and records of Society meetings.
- Monitor actions arising from Board and Committee meetings and track completion.
- Support annual governance reviews and governance-related projects.
- Provide administrative and governance support to directors and senior management.
- Support the management of the AGM
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CEO Administrative Support
- Schedule appointments, managing calendars and coordinating meetings for the CEO
- Book travel and accommodation arrangements for the CEO and other Executives
- Handle emails, phone calls and correspondence on behalf of the CEO
- Create reports, presentation, meeting packs and other documents
- Maintain files, records and contact lists
- Provide general administrative support and assistance to the CEO and their team
- Process expense claims and reports
HR Administration
- Arrange interviews, both face to face and via Teams, including booking meeting rooms
- Communicate with candidates and recruitment agencies about the status of their application(s)
- Update the HR system with variations, new staff and leavers
- Prepare letters for staff confirming changes and variations to their contracts
- Prepare payroll input for checking prior to submitting to payroll processing
- Run reports and collate data for annual pay review, monthly HR dashboards and ad hoc projects as required
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Organisational Support
- Schedule and organise meetings, including logistics, material preparation and refreshments
- Assist with the planning and execution of events, conferences, all colleague meetings and other special occasions
- Screen calls and visitors, managing access to the executive and prioritising inquiries
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