Executive Officer- Board Secretary

  • Location
    City Of London, Greater London
  • Salary
    £ 16 - £ 19 / Hourly
  • Job type
    Temporary contract
  • Industry
    Defence and Military
  • External Reference
  • Category
    Office and Secretarial - Executive PA

Executive Officer

Location: South Kensington

Salary: £16-19ph

Contract type: Temporary

Adecco are recruiting for a well-known museum based in central London. They are looking for an Executive Officer to start with them ideally on the 17th January 2022 for 3 months initially with the possibility of being extended.

Main Responsibilities

Board Administration

  • Providing the secretariat function for the Board of Trustees (quarterly), Executive Board (monthly) and Management Board (monthly) and Senior Leadership Team (Quarterly) under the supervision of the Chief of Staff.

  • This includes drawing up agendas, collating, preparing, and circulating paper packs, taking minute/notes, and circulating them, and appropriate electronic record keeping for each meeting.

  • Facilitating long-range agenda planning by ensuring that a well organised forward-plan is in place for these meetings and other meetings connected/relying on them, developing, and maintaining an item scheduler/action tracking.

  • Developing new and improved systems, processes and guidance relating to Board administration; rolling out new ways of working in these areas including making the best use of technology

  • Maintaining accessible Teams and SharePoint sites for members and contributors to Boards. This includes developing and maintaining templates for schedules, agenda and papers that are easily accessible and usable for all involved.

  • Taking on the secretariat function for other Boards as required.

Planning and Scheduling

  • Providing excellent administration to underpin the museums governance and planning framework; this includes helping to manage the Operating Plan Quarterly Review process - diarising meetings, managing templates, preparing reports, taking notes and capturing actions.

Executive Support

  • Providing cover for the EA to the Director and Board of Trustees as and when required

  • Providing a welcoming and accessible liaison point to the Director's office for internal and external stakeholders

  • Making itineraries, reservations and logistical arrangements for meetings, visits and travel

  • Assisting in the production of papers and presentations for important internal and external meetings

  • Taking on coordination of incoming VIP visits, for example liaising with security, events and other teams to ensure the smooth running of visits

  • Providing events organisation and support for events involving internal and external stakeholders.

  • Assisting the Chief of staff in the filtering of emails, general information, queries, phone calls, letters and invitations appropriately. Circulate and communicate these when and where necessary.

  • Developing effective working relationships with EAs, administrative and planning roles across the Museum.

Director's Office Administration

  • Financial administration of the Director's office budget - including raising POs, receipting invoices on the museums financial system, FocalPoint, and processing expenses and completing templates as necessary throughout the year.

  • Improving and maintaining folder organisation, records management and archiving for the Director's Office, as well as integrated GDPR compliant ways of working.

  • Working with the records manager to implement confidentiality and sensitivity tags as required.

  • Ensuring well organised office practice for the Director's Office including monitoring shared equipment, keeping stock and ensuring immediate availability of stationary and resources that are required.

Research and briefing

  • Assisting the Chief of Staff and Strategic Planning Manager with research, briefing, analysis and project work covering a breadth of subject matter.

  • Providing good background intel and benchmarking for a range of projects and initiatives

  • Creating surveys, collating feedback and findings

Government Relations support

  • Providing administrative support to Government Relations which is part of the Director's Office.

  • This includes but is not limited to - keeping databases and other records up to date, putting together and maintaining guest lists, research and preparing briefings, co-ordinating VIP visits and other meetings, taking meeting notes and capturing actions, seeking input and producing drafts for government and other key stakeholder requests to the museum, and liaison with government, parliamentary and other external contacts.

If you would like to find out more about this position, please upload your most up to date CV. We will contact all short-listed candidates.

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

By applying for this role your details will be submitted to Adecco. Our Candidate Privacy Information Statement explaining how we will use your information is available on our website.

To speak to a recruitment expert please contact Georgia Cottier