Committee Operations Assistant

Role Overview

• Deliver committee operations services that are efficient, effective and meet customer expectations
• Include: Client and Syndicate Boards / Management Committees, Client Underwriting, Reserving and Investment Committees, Asta client focused governance forums, Asta Employee Resource Groups for Diversity, Equality and Inclusion, Asta operations department meetings
• Carry out preparatory tasks for committee meetings in line with agreed service levels: schedule meetings, book meeting rooms and order refreshments
• Update Asta’s central committee schedule, communicating changes to relevant stakeholders
• Prepare and issue agendas, establishing which papers are required and who will be presenting
• Request and chase for meeting papers
• Create meeting packs in line with agreed quality standards
• Act as the point of contact for related director/member/attendee queries
• Facilitate the smooth operation of each client governance meeting by attending ‘in-person’ meetings as required to ensure the room is set up appropriately, the technology works and the meeting is being recorded
• Take minutes for ad hoc meetings
• Maintain meeting attendance records
• Liaise with chair and external outsourced firm if appropriate to agree the draft minutes and issue to members within agreed service levels
• Maintain action logs, issuing updates to action owners as soon as possible after the meeting
• Liaise with the Company Secretariat team to align agendas, papers and scheduling. May be required to provide support during peak times
• Provide other administrative support as may be required from time to time

Requirements

• Strong organisational and prioritisation skills, managing multiple priorities with competing deadlines whilst ensuring work is consistently accurate
• Excellent communication skills, both oral and written
• Good interpersonal skills – able to deal with colleagues, directors and clients at all levels. Should have the confidence to persuade others to provide information and meet deadlines and the ability to develop and maintain effective working relationships
• Ability to prepare engaging internal communications content for diversity, equity and inclusion topics
• Self-starter – able to display initiative and work with autonomy
• Competent MS Office user
• Prior experience in an administrative role and/or meeting customer service levels
• Experience of working with committees and senior level individuals in a regulatory environment desirable but not essential

Benefits

• Work-life balance you can rely on
• 35-hour working week with hybrid and flexible working
• Generous holiday allowance that increases with service
• Your health & wellbeing covered
• Private medical insurance with virtual GP access
• Annual health screening, dental cover and eye care
• Subsidised gym or sports club membership
• Support for you and your family
• Enhanced maternity, paternity, adoption and shared parental pay
• Rewarding your contribution
• Highly competitive pension with up to 13% employer contribution
• Life assurance and income protection
• Discretionary annual bonus scheme
• Interest-free season ticket loan and salary sacrifice schemes