Executive Assistant to CEO, Board and Executive Team
We are seeking a highly organised and proactive Executive Assistant to support our Chief Executive Officer, Board of Directors, and Executive Team. The successful candidate will play a key role in ensuring the smooth running of Board and Committee activities, Society events, and head office operations. This position demands exceptional professionalism, discretion, and an approachable manner in all interactions with Board members, executives, and colleagues.
Key responsibilities
* Provide secretarial support to the CEO, including diary management and approval of holidays and expenses of direct reports.
* Liaise with internal teams, suppliers, and external partners on behalf of the CEO.
* Work closely with the Society Secretary and Chair to organise the annual calendar of Board, Committee and other meetings, coordinating the diaries of Non-Executive Directors.
* Book travel, accommodation and events for the Board and its members.
* Act as Secretary to fortnightly Executive Committee meetings, collating and issuing packs, taking minutes, recording and tracking actions.
* Make use of AI and technology for the efficient production of minutes, action trackers and productivity tools.
* Collate and upload relevant Board and Committee papers to the Society’s governance portal as required by Regulators.
* Maintain confidential records and ensure all Board and Committee documentation is securely stored.
* Lead the organisation of major events including the Annual General Meeting (AGM) attended by members, Town Hall meetings and other Society-wide functions.
* Coordinate venue bookings, catering, invitations and logistics to ensure events run smoothly and professionally.
* Prepare letters, reports, presentations and other documents.
* Serve as a point of contact for suppliers and service providers.
* Support internal training events such as lunch and learns.
* Deliver ad hoc projects and tasks from the CEO, Board, and Society Secretary.
* Manage aspects of the head office, including ordering stationery, refreshments and other sundries to support day‑day operations.
* Welcome visitors, manage meeting room logistics and provide hospitality.
* Support the management of office facilities, working closely with IT and Facilities teams.
What we’re looking for
* Highly organised with keen attention to detail.
* Excellent written and spoken English, confident communication.
* Experience of minute‑taking, diary management, and handling confidential information.
* Ideally experience supporting Boards and Committees in a regulated or member‑focused organisation.
* Advanced proficiency with Microsoft Office suite (Word, Outlook, Excel, PowerPoint) and Copilot or other IT tools.
* Ideally proven experience as an Executive Assistant, preferably within a regulated financial services environment.
* Ability to work independently and prioritise competing demands in a fast‑paced environment.
* Unwavering integrity, discretion and professionalism.
* Friendly, collaborative and approachable manner when dealing with colleagues, members and external parties.
* Quick to offer help when able.
We do offer hybrid working but would like you to be in the office mostly, because the role is so integral to all we do. We can be flexible around hours to accommodate the other important things going on in your life. We are committed to having a diverse team – we know it makes us stronger. If you don’t have quite everything we are looking for, but would like a chat, please get in touch and we’ll arrange a time for an informal call. Please do let us know if you would like us to make any adjustments to our standard recruitment procedure to accommodate any special needs or preferences you have.
Please apply to recruitment@harpendenbs.co.uk by sending your CV and a covering letter. We regret that if your application does not progress to the next stage, we will not respond owing to the high volume of applications we receive. In that instance, we thank you for your application and wish you well in soon finding the job of your dreams.
Seniority level
Mid‑Senior level
Employment type
Full‑time
Job function
Administrative
Location
London, England, United Kingdom
City Of London, England, United Kingdom
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