PA / Executive Assistant to the Club Secretary / CEO (Position Now Filled)

PA / Executive Assistant to the Club Secretary / CEO (Position Now Filled)



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.





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