Committee Operations Assistant

Davies

12h•Hybrid

About The Position

Deliver high quality and professional committee and governance support to clients and internal stakeholders. Ensure the smooth operation of the client boards and committee meetings. Key Responsibilities Deliver committee operations services that are efficient, effective and meet customer expectations. To 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 Following 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

Nice To Haves

Experience of working with committees and senior level individuals in a regulatory environment desirable but not essential

Responsibilities

Deliver committee operations services that are efficient, effective and meet customer expectations.
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.
Provide other administrative support as may be required from time to time.