The Establishment

Located within a Grade 1 Listed House in Mayfair, London this sumptuous operation consisting of a fine dining Michelin standard restaurant, several stunning private dining rooms including large courtyard garden, 2 beautiful bars and 40+ luxury bedrooms. The Club has around highly discerning 3000 members and 70 members of Staff.

The Role

Key Responsibilities:

• First line of contact for the Club Secretary – high level gate keeping via telephone, email and in person. Using initiative to handle enquiries personally before possibly escalating.
• Full Monday to Friday Diary and correspondence management for the Club Secretary – ensure daily schedule runs to time by monitoring time and location of Club Secretary.
• Work with Club Secretary to manage daily, weekly, monthly, annual meetings with preparation and agendas, oversee distribution of paperwork and follow up of actions.
• Forethought – working ahead as necessary to ensure the Club Secretary is fully prepared and necessary arrangements are made.
• Minute-taking at Sub Committee, Committee and Board meetings (and others as required); to be reviewed and edited by the Club Secretary.
• Managing agendas for weekly Executive Managers’ meetings.
• Organising occasional social events for the Executive Management team and help to organise the Christmas Staff party.
• Expense processing.
• Maintenance of an efficient filing system and document management system for projects and correspondence. Creating new systems when required.
• Drafting letters and emails as and when required.
• Maintaining stationery stock and franking machine supplies.
• Communications hub – direct people to necessary location/departments.
• Managing the initial introductions and research into Reciprocal Clubs.
• Administrative management of the Club’s Annual General Meeting.
• Managing and tracking Staff’s length of service and organising the annual ‘Ceremony of the Pins’
• Ad hoc projects from time to time.

The Qualities Required

• Proven track record of diary management, gatekeeping, minute taking, and operating at Executive level.
• Ability to work at Executive level with confidential materials and issues using discretion and common sense.
• High level organisational skills and attention to detail – takes responsibility for their own work.
• Expected to organise and manage their own workload by prioritising, and reporting back on completion – short daily update meeting with Club Secretary.
• Excellent communication skills in order to interact confidently and effectively with staff and external providers both verbally and written.
• Builds and maintains effective working relationships at all levels of seniority, both internally and externally.
• A proactive attitude, take responsibility and display resilience when encountering difficult people.
• Ability to deal with several projects at once, prioritise and work efficiently under pressure. Business Impact/Strategic Perspective.
• High level of confidentiality and integrity required – Autonomy/Judgement/Decision Making.
• MS Office skills Intermediate to Advanced Word and Excel.

The Rewards

• A salary of c£45,000 + Twice Yearly Bonus
• Healthcare and Pension (after qualifying period)
• The opportunity to work in a stimulating, non-corporate environment

What Next?

If you would like to know more or you would like to apply for this fabulous Personal Assistant/Executive Assistant opportunity, please email me, Nick Charles. I look forward to hearing from you.

PLEASE NOTE: Only suitable Personal Assistant/Executive Assistant applicants will be contacted. If you have not heard back from us within 5 working days please assume that your application has not been successful in this instance.