Amazing opportunity for an experienced Business Support Coordinator to join on a 6 MONTHS CONTRACT for an fast past energy and sustainability company.
Contract type: FTC - 6 months
Hours: Full Time, 37.5 Hours per week
Salary: £32,000 - £42,000
Location: Canary Wharf
WFH policy: Employees are required to attend the office 2 days/week
Flexible working: Variety of flexible work patterns subject to line manager discretion e.g. Compressed 9-day fortnight.
Reports to: EA and Assistant Company Secretary
The Business Support and Company Secretarial Coordinator will provide administrative assistance to the Company Secretary, Executive Assistant, Senior Management Team (SMT), and a large commercial team (40+ members).
Using your excellent relationship-building and communication skills, you will work with stakeholders to alleviate workloads, allowing them to focus on larger strategic tasks.
Key Responsibilities
Management and Senior Head of Strategy and Change:
- Diary and inbox management
- Organization of team meetings and room bookings
- Arranging meetings with government and other senior stakeholders
- Assisting with Heads of Team monthly meetings and associated trainings/workshops, including taking minutes and logging actions on Confluence
- Supporting the SMT to ensure they are prepared for meetings
- Advising SMT of impending deadlines or other priorities/conflicts
- Assisting with onboarding new starters and offboarding leavers (gifts/cards)
- Organizing team initiatives/events
Commercial Delivery (Scheme Delivery Team):
- Managing the monthly all-team meeting, including room bookings and facilities:
- Maintaining the forward look/agenda and contributing ideas for improvements
- Preparing meeting packs/presentations and ensuring documents are shared in advance
- Attending meetings to ensure they run on time, taking minutes and actions
- Coordinating site visits with renewable energy generators
- Arranging travel and accommodation for site visits, conferences, and events
- Organizing annual generator engagement calls and supporting annual surveys
- Performing other duties as reasonably required
Company Secretarial (CoSec) Support:
- Taking detailed minutes of board and committee meetings, working from transcripts
- Meeting deadlines for producing draft minutes and actions while managing day-to-day workload
- Prioritizing time-critical matters
Supporting the Executive Assistant (EA):
- Providing support to the EA, who looks after the Senior Leadership Team (SLT) and the Board, and covering for the EA when they are away from the office
There will also be ad-hoc tasks/projects that may need support depending on capacity.
Key Requirements
Essential:
- At least 2 years’ experience in supporting and coordinating multiple teams, including diary management
- At least 2 years’ experience of taking detailed minutes of senior meetings
- A proven track record of providing support and building strong working relationships internally and externally, at all levels
- Ability to manage competing priorities in a calm and efficient manner
- Ability to work independently
- Excellent IT skills, including Office 365 (Excel, Word, PowerPoint)
Desirable:
- Experience supporting company secretarial functions
- Experience in planning events (e.g., company away days and team activities)