Secretary/Administrator - #2122037

In this most unusual admin role you will be working at the heart
of a fascinating membership organisation and use your outstanding
admin skills to organise and deliver major ceremonial events,
working with senior stakeholders across the UK and overseas,
learning the rules and governance behind the organisation and
becoming a trusted point of contact. There is genuine variety in
this role and would best suit someone with a solid secretarial
background gained in the non-profit sector or within another
membership organisation .

Title: Administration & Secretariat Executive

Salary : to £34,000

Location Central London

Work style Hybrid ( 4 in office 1 wfh)

Sector Not -for -profit /philanthropy /Charity

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: 1) organising
/coordinating high-level meetings and large ceremonial events 2)
supporting Governance 3) relationship management 4) proofreading
& document management

Duties

1) Organising & coordinating events

· Organise major meetings, conferences and events

· handling logistics, paperwork, booking processes and
seating plans

· Revue 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

2) 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

3) Relationship management

· Senior stakeholder relationship management within a
complex membership/governance organisation.

· Chase for missing information

· Resolve any misunderstandings with tack and diplomacy

· Assist the internal team adapt to the new Portal

4) 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 organisations Year Book for publication

· Cross-check paperwork for an upcoming event

· Proofread formal reports, board papers, legal
documentation, membership records and senior-level correspondence

REQUIREMENTS.

· English to native standard

· 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,