Adminstrative Assistant

Advantage xPO
£15.30 per hour
13 Oct 2016
21 Oct 2016
This FTSE 100 business now require a Administrative Assistant to provide administrative support to the Company Secretarial Team and liaising with members of the PLC Board, Management Board and their Executive Assistants, other senior managers, Company Registrar and Offshore Trust, ensuring that the business is represented professionally at all times. Your specific duties and responsibilities will include but are not limited to; Checking availability for and organising: PLC Board and Committee meetings (including booking rooms and refreshments internally or liaising with other EA's for booking external venues) Board meetings (including booking rooms) Annual site visits for the PLC Board Annual Non-Executive Director lunch meetings New board member induction meetings Quarterly Board Dinners Quarterly Meetings with Share Scheme providers Monthly calls with Share Scheme provider Providing admnistrative support to the Non-Executive Directors (and their EAs), including travel/accommodation bookings and processing of expenses. Statutory filings with Companies House Organising weekly Co Sec team meetings and compiling agendas Organising and keeping teams financial budget details up to date: Creating 1st draft of next year's team financial budget Raising purchase orders and setting up new supplier's for the Co Sec team Keeping a log of all invoices received and receipt in finance system Dealing with queries from suppliers regarding outstanding invoices/payments Keeping a log of all departmental spend for the financial year (including manual payments) and managing monthly forecasting with support Dealing with incoming post for the team, PLC Board and customer complaints to the Chairman, ensuring it is acknowledged and actioned promptly Liaising internally for approval to top up the share warehouse, producing the approval documentation for the offshore trust and arranging a manual payment Announcements to the London Stock Exchange (RNS Submit), including: Drafting, and upon formal approval, release RNS announcements and notify the FCA of Director share dealing Compiling meeting papers for AMB, ECB, PLC Board and Committee meetings on the Board Portal Updating and circulating the company structure chart on a quarterly basis Providing monthly register reports to RD:IR Maintaining intranet pages for Co Sec team Updating PLC Board contact details and interests/conflicts of interest documents on a regular basis Assisting with departmental annual renewals (practising certificates, subscriptions etc) Dealing with correspondence/reports/board papers etc, including those of a confidential and sensitive nature Managing calls, liaising with other departments and dealing with issues as appropriate Assisting the Co Sec team with day-to-day ad-hoc administrative tasks Managing the signature and storage of minutes including ensuring minutes are signed for meetings administered, scanned and electronically filed with original copy correctly filed in the relevant Minute book file Liaising with the Notary Public to arrange for documents to be notarised and apostilled Looking after administration around confidentiality lists Assist with appointment and resignation of Directors Ensuring PLC Board and AMB details and biographies are up to date on corporate website Suitable candidates will need to have excellent administrative and organisational skills coupled with the following personal attributes; Self-starter Excellent communicator Strong interpersonal skills A positive, can-do attitude will be key in order to make a positive impact in this fast-paced environment Ability to take responsibility and accountability for certain workstreams Ability to handle pressure and rapidly changing priorities Ability to handle sensitive and confidential work Attention to detail is crucial Good knowledge of Microsoft packages and Outlook Good working knowledge of share schemes and company law (e.g. Market Abuse Regulation) Advantage xPO is in the top 1% of staffing companies in the world. With a truly global footprint. Advantage xPO specialises in recruitment outsourcing. Working with some of the leading employers around the world, Advantage offers global contract and permanent career opportunities across a wide range of industries and sectors. Advantage xPO: services offered are those of an employment agency for permanent work and/or employment business for the supply of contract/temporary work. This job was originally posted as

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