Ref: LM44320

Company Administrator (Ref:LM44320)

Sector Administration/PA
Type Part-time, Temp/Contract/Project
Location London
Salary (Annual) £34,000 - 36,000 / Year
A well-known Japanese culture hub based in London is currently looking for a part-time Company Administrator to join their team. The role will be 20 hours per week from Monday to Friday. The ideal person will be a skilled administrator who is used to dealing with Board-level correspondence and documentation, and who has strong organisation skills and attention to detail

*Fixed term up until end March 2024 (with possibility of renewal!)*
Main Responsibilities:

• Book diaries of the Board, Audit & Risk Committee, Remuneration and Nominations Committee and Board for their regular meetings in advance and for ad-hoc meetings when they arise
• Draft agenda and initiate conversations with the Director General/CEO, the Executive Director and the Finance Director for each key meeting.
• Arrange pre-meetings with the Chairs of the Board, Audit & Risk Committee and Remuneration and Nominations Committee to confirm the agenda for each key meeting.
• Take minutes of the key meetings and circulate them within a certain timescale.
• Ensure all the action points raised at each meeting will be taken care of and compile log updates of those to present at the next meeting.
• Collect papers and circulate a document pack for each key meeting on time.
• Coordinate and assist communications of and for the Boards, Audit & Risk Committee and Remuneration and Nominations Committee.
• Assist Director General/CEO, Executive Director and Finance Director to interface communications with the Boards, Audit & Risk Committee and Remuneration and Nominations Committee.
• Assist the Chairs and members of the Boards, Audit & Risk Committee and Remuneration and Nominations Committee with communications and matters related to the company.
• Coordinate with the Finance Director to gain approvals for annual filing of the accounts
• Book diaries of Audit & Risk Committee, the auditors, Director General/CEO, Executive Director and Finance Director for an annual meeting for the approval of the annual filing of the accounts.
• Ensure all the actions stated in the Terms of Reference of Audit & Risk Committee are scheduled and taken within the set time scale.
• Keep track of developments in matters and revisions of key documents for Board, the Board, Audit & Risk Committee and Remuneration and Nominations Committee.
• Ensure all the key documents related to the Boards, Audit & Risk Committee and Remuneration and Nominations Committee are stored internally and securely.
• Book diaries of Board, the Company solicitors and company Secretariat directors for quarterly meetings and the Board of Trustees and liaise with Executive Officer as appropriate.
• Ensure necessary papers for company meetings are circulated on time and liaise with Executive Officer for Quarterly Reports as appropriate.
• Assist Director General/CEO, Executive Director and Finance Director to organise an annual planning session with Board and liaise with Executive Officer as appropriate.
• Manage and maintain gift registers of the company from a compliance prospect.
• Provide administrator support to the Finance Director including support with diary management; presentations, ad-hoc research/assistance with projects as required.

Ideal Candidate:

• Appropriate tertiary qualification (e.g., diploma in Business Administration, or related business management field) or equivalent
• Additional training and / or supplementary courses completed in associated administrative, clerical, finance, project management or business areas also advantageous
• At least 2 years’ professional experience in an administrative or secretarial role with responsibility for executive-level correspondence, administration, minute-taking, and diary management
• High level of written and excellent spoken English, proficient to high business language standard is essential
• Japanese language skills and an understanding of Japanese culture and history (desirable)
• High level of proficiency in full MS Office suite
• Skilled in accurate minute-taking
• Use of other software systems, such as Microsoft Dynamics, beneficial
• Experience in taking minutes of company board meetings (primarily in English)
• Excellent time management skills
• Strong organizational and planning skills
• Ability to work independently as well as collaboratively
• Strong ability to multi-task and prioritize work in a fast-moving environment
• Assimilation and understanding of complex and sensitive information
• Excellent attention to detail and problem-solving skills

If your application is successful, you will be contacted within 2 days. We regret that due to the high volume of applications we receive we cannot provide feedback on individual CVs.
Updated: 7 days ago
Ref: LM44320