Committee Operations Assistant

Full Job Description

Committee Operations Assistant

Deliver high quality and professional committee and governance support to clients and internal stakeholders.

Ensure the smooth operation of the client boards and committee meetings.

Key Tasks:

Deliver committee operations services that are efficient, effective and meet customer expectations. To include:

• Client and Syndicate Boards / Management Committees

• Client Underwriting, Reserving and Investment Committees

• Asta client focused governance forums (COG, POWG, AWG, IMSC, RISC)

Carry out preparatory tasks for committee meetings in line with agreed service levels:

• Schedule meetings, book meeting rooms and order refreshments

• Update Asta’s central committee schedule, communicating changes to relevant stakeholders

• Prepare and issue agendas, establishing which papers are required and who will be presenting

• Request and chase for meeting papers

• Create meeting packs in line with agreed quality standards

Act as the point of contact for related director/member/attendee queries.

Facilitate the smooth operation of each client governance meeting by attending ‘in-person’ meetings as required to ensure the room is set up appropriately, the technology works and the meeting is being recorded.

May be required to take minutes for ad hoc meetings.

Following client governance meetings:

• Maintain meeting attendance records

• Liaise with chair and external outsourced firm if appropriate to agree the draft minutes and issue to members within agreed service levels.

• Maintain action logs, issuing updates to action owners as soon as possible after the meeting.

Liaise with the Company Secretariat team to align agendas, papers and scheduling. May be required to provide support during peak times.

Provide other administrative support as may be required from time to time.

Key technical skills:

• Competent MS Office user
• Prior experience in an administrative role and/or meeting customer service levels
• Experience of working with committees and senior level individuals in a regulatory environment desirable but not essential