Executive Assistant (Board / SLT Level)

Job Description Part or Full time permanent role Hybrid / Luton Town Centre Are you a super organised and committed person with outstanding client facing administrative skills working alongside Executives and Board Members? Do you love variety, being busy and working as part of a fabulous small team?We have a part time (25 hrs across 5 days) or full time vacancy for an Executive Assistant to support our client portfolio and provide administrative duties to manage multiple client Boards and Exec Committees mainly in the charitable and Associations sector. We are a professional services firm and provide outsourced business services support by providing high level Executive admin and company secretarial duties to trade and professional associations, academic societies and other not for profit membership organisations.We are Moore Engage and our fundamental purpose is to provide dedicated service excellence to our valued client portfolio. What will I be doing in this role?This is a busy client facing role as you will be pro-actively managing multiple client Boards and provide secretariat activities to include meeting planning, preparing Board packs, drafting of agendas and Executive summaries, effectively taking minutes and promptly following-up actions / matters arising Efficiently managing annual calendar of meetings and events for the client Boards that you manageAssisting with statutory filings and obligations for Companies House filingsDay to day liaison with the Board of Directors, Chairs, Non Executive Directors, Independent Non Executive Directors for each client. You could also be organising the sub-committees of the Boards.Managing annual / quarterly contract review meetings to cover contract performance / KPIs and hours analysis reporting.Arranging and overseeing the practical matters relating to the Board and Committee meetingsfor each client as well as onboard new Board membersManaging annual elections / AGMsProvide guidance on membership renewals and membership cost increasesWorking closely with our other outsourced teams that support the same clients including Accounts, Conferences and Events.Responding to ad hoc requests for information from clientsWhat skills and experience should I be able to demonstrate? Experience of meeting planning and management and detailed minute taking in a client facing rolePossesses gravitas and credibility to gain trust and respect of senior Board and CommitteemembersPro-active in approach, super organised and meticulous and accurate record keepingExperience of working with multiple senior Executive / Board level stakeholders and direct client contact ensuring they receive an outstanding serviceDemonstrate experience of delivering accurate records to strict deadlines under time pressureConfident, engaging and warm personality with excellent communication skills both on the phone and face to faceFocused on providing customer service excellence within a service / business environment.Excellent administrative and organisational skills with an ability to progress a number of tasks simultaneously, prioritise workload and maintain effective systems.A high level of communication and presentation skills with the ability to quickly establish credible relationships at all levels.Smart, professional and well presented at all times for aclient facing roleExcellent MS Office365 abilities to include Teams / Sharepoint / Outlook / Word / ExcelWhy join us?We are ranked as a Great Place to Work for Women and in the Top 100 in the Consulting and Professional Services Category!A commitment to equality, diversity and inclusion to work in a collaborative and supportive environment that respects and values all team members in their contributions.A positive work / life balance and paid Volunteer Days so we can give back to organisations you care aboutBuy up to 10 days of annual leave plus a Christmas Office shutdown for all employeesA sense of belonging, a shared vision and values that highlights our purpose and missionA passion for people and keeping our team and our clients at the heart of our businessAutonomy, opportunity for growth and ongoing Professional DevelopmentHealth & Wellbeing initiatives Private Medical Insurance, Employee Assistance Program and a commitment to providing physical and mental health support where needed.This is a fascinating and varied role with flexibility needed to attend early evening client committee meetings in central London, occasional full day meetings in other cities in the UK and possible weekend meetings from time to time. This can be reclaimed back as Time Off In Lieu.You must be eligible to work in the UK on a permanent basis and be able to regularly travel to the Luton office each week on a Wednesday as a minimum as well as working remotely.Moore Engage is a Disability Confident Employer. If youre an applicant with a disability that requires reasonable adjustments to complete any part of the application and / or interview process then please contact [email protected] for assistance.Moore Engage is an equal opportunities employer and encourages applications from suitably qualified and eligible candidates regardless of gender, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.

Created: 2025-07-04