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.
This role has a wide range of responsibilities, from diary coordination and meeting support to ensuring the efficient delivery of administrative, secretarial, and governance functions. It is a time of significant change for the business and you’ll be working with people who are committed to making change happen, while remaining true to the Society’s core values.
Key Responsibilities
* Provide secretarial support to our highly organised CEO, including diary management and approving holidays and expenses of her direct reports.
* Liaise with internal teams, suppliers, and external partners, including regulators, on behalf of the CEO.
* Working closely with the Society Secretary and Chair, organise the annual calendar of Board, Committee and other meetings, co‑ordinating the diaries of Non‑Executive Directors and others.
* Provide a corporate administration service to the Board and its members, booking travel, accommodation and events as required.
* Act as Secretary to fortnightly Executive Committee meetings and other Committees, collating and issuing packs, taking minutes, recording and tracking actions.
* Make use of AI and other technology for the efficient production of minutes, action trackers and as a productivity tool.
* Collate and upload relevant Board and Committee papers, work on the Society’s governance portal as required by the 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 (customers), as well as Town Hall meetings and other Society‑wide functions.
* Support the Society Secretary with preparations for the Annual General Meeting and related governance processes.
* 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‑to‑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 are looking for
We’re looking for someone who demonstrates discretion and professionalism and is comfortable interacting at all levels. You’ll:
* Be highly organised with keen attention to detail.
* Communicate with confidence, with excellent written and spoken English.
* Have experience of minute‑taking, diary management, and working with confidential information.
* Ideally bring experience supporting Boards and Committees in a regulated or member‑focused organisation.
* Have advanced proficiency with Microsoft Office suite (Word, Outlook, Excel, PowerPoint) and Copilot (or other IT tools).
* Ideally have proven experience as an Executive Assistant, preferably within a regulated financial services environment.
* Have the ability to work independently and prioritise competing demands in a fast‑paced environment.
* Demonstrate unwavering integrity, discretion, and professionalism.
* Have a friendly, collaborative and approachable manner when dealing with colleagues, members, and external parties.
* Be quick to put your hand up to offer to help out when you can.
What we offer
* Flexible working hours – we are open to part‑time or reduced hours to accommodate other commitments you have.
* 25 days’ annual leave in addition to bank holidays, with the option to buy an additional week’s annual leave each year.
* Two paid days each year to take part in our community volunteering programme.
* Generous pension scheme – we contribute 10% of your salary if you contribute 2.5%.
* Life assurance.
* A healthcare cashback scheme.
* Access to an Employee Assistance Programme.
* Discretionary performance‑based bonus scheme.
* Access to the colleague discounts portal to enjoy discounts from nationwide brands.
* Flexible benefits, including a cycle‑to‑work scheme and discounted insurances.
* Wonderful, committed colleagues who care about delivering great outcomes to our members, community and one another.
* Town Centre offices, just minutes from Harpenden railway station.
Reporting Line
This position reports directly to the Chief Executive Officer and provides support to the Board and Executive Team.
Application Process
To apply, please submit your CV and a covering letter outlining your suitability for the role to recruitment@harpendenbs.co.uk. 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 chat. Please 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.
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