Ref: LM45021

Executive Officer

Sector Administration/PA
Type Full-time, Temp/Contract/Project
Location London
Salary (Annual) £36,000 - 40,000 / Year
A well-known Japanese culture hub based in London is currently looking for an Executive Officer to join their team.
The Executive Officer will provide administrative support to the Directors, the Board, and Committees.
Responsibilities for the Executive Officer will be the preparation and organisation of documentation, taking board meeting minutes, the arrangement of all meetings, and the management of key visitors.
Ref: LM45021

TYPE: *Fixed term up until end March 2024 (with possibility of renewal!) *full-time
WORKING HOURS: eight hours per day, with core hours from 10am to 3pm from Monday to Friday Hybrid working – 3 days Office base 2 days WFH
SALARY: £36-40K depending on experience, plus good benefits
LOCATION: Central London

Executive Officer Main Responsibilities:

Executive Support
• Provide executive support to CEO & DG (Director General), ED (Executive Director), and FD (Finance Director)
• Manage visits for VIP guests
• Assist with travel arrangements including booking flights, hotels, creation of itineraries and support with expense claims
• Company Board Activities
• Manage arrangements for all meetings including:
-Collect papers and circulate a document pack for each key meeting on time
-Work with all Boards to arrange the dates of all Board meetings and Committee meetings
-Draft agenda and review with the CEO & DG, ED and FD for each key meeting
-Create draft minutes and circulate for review
• Ensure all the action log is for all meetings are maintained and updated
• Assist the Chairs and members
• Ensure all key documents
• Ensure the Schedule of JHLL Reserved Powers & Delegated Authorities and the Meeting Cycles
• Support the FD to gain approvals for annual filing of the accounts
• Manage the recording and scheduling of contractual agreements

Meetings, Reports & Other Administrative Activities
• Organise monthly Team Briefings
• Manage office supplies, placing orders and checking deliveries and invoices, as appropriate
• Manage compiling completed timesheets for all them employees and ensure data is in the correct format
• Organise and take minutes for regular meetings
• Coordinate Quarterly Reports for submission to following review by CEO & DG
• Ensure all papers and meetings are circulated on time
• Assist with the organisation of the Board and annual planning sessions
• Manage and maintain gift registers from a compliance perspective
• Manage memberships with external organisations and circulate information to relevant stakeholders
• Manage subscriptions to magazines and online resources for team and circulate information to relevant stakeholders
• Act as a designated Fire Marshall and in this capacity discharge and maintain statutory duties under the Regulatory Reform (Fire Safety) Order 2005.
• A particular feature way of working is the project team. All members of staff are expected to collaborate, from time to time, in cross functional teams to deliver specific projects

Executive Officer Ideal Candidate:

• Appropriate tertiary qualification (e.g. diploma in Business Administration, or related field)
• Additional training courses in associated business areas also advantageous.
• At least 5 years’ professional experience with responsibility for executive-level support
• Skilled in accurate board minute-taking essential
• High level of proficiency in full MS Office suite and other software systems beneficial
• Exposure to sector (Museum, Arts, NFP, Visitor Attraction or Heritage Destination) preferred
• An understanding of Japanese culture would be an advantage
• High level of written and spoken English to business level standard essential
• Experience in taking minutes of company board meetings essential
• Excellent time management skills and 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
• Able to influence people whilst maintaining tact and cultural sensitivity
• Excellent interpersonal and communication skills
• Japanese language skills beneficial
• A participative team player with an inclusive approach towards all colleagues

** All applicants for the Executive Officer must have the right to work in the UK as the Company is not able to offer visa support.
Updated: 12 days ago
Ref: LM45021