Executive Assistant and Secretary to the Board

Job Title

Executive Assistant and Secretary to the Board

Salary

  • £40,000 - £45,000 p.a. (depending on experience)
  • Salaried position, 40 hours per week with paid lunch breaks and overtime.
  • Monday to Friday - with some evening and weekend working.
  • Hybrid working to be discussed at interview.

About Phyllis Court Club

Phyllis Court has excellent facilities, superb cuisines and wines, relaxing riverside accommodation and friendly staff. Phyllis Court truly is a Club for all Members.

Requirements of an Executive Assistant and Secretary to the Board

Under the direction of the CEO & Club Secretary, and within the limits of Phyllis Court Club’s policies and procedures your main role is to provide administrative support to the Chairman, Council and its committees, the CEO & Club Secretary and Phyllis Court Club as required.

As the Club’s level of business varies considerably, there is a need for flexibility in attitude, approach and working hours. A proactive approach is essential and forms part of our ‘One Team’ ethos.

Benefits of an Executive Assistant and Secretary to the Board

As well as the traditional benefits such as our pension scheme & life assurance you will enjoy extra perks when you join the team at Phyllis Court.

  • 28 days of holiday including Bank Holidays
  • Perkbox (discounts at high street retailers and restaurants)
  • Flow hospitality online training
  • Employee Assistance Programme (EAP) and wellbeing support
  • Complimentary meals and hot drinks while on duty
  • Complimentary parking onsite
  • Friends and family rates for hotel accommodation and special event bookings
  • Friends and family tickets for Henley Royal Regatta
  • Staff socials and events
  • Automatic enrolment in the Club pension scheme
  • Life assurance scheme
  • Staff accommodation on request

Your responsibilities as an Executive Assistant and Secretary to the Board

  • With the Chairman and CEO & Club Secretary, organising agendas and meetings and taking minutes for Council and other committees as necessary, following up actions agreed. 
  • Ensuring all Council members receive induction and information as requested, including access to policies, financial information and minutes of meetings.
  • Be familiar with Phyllis Court Club Bye Laws and other statutory governing documents to ensure compliance and to ensure the highest standards of governance at all times.
  • Acting as point of contact for the CEO & Club Secretary office – dealing with correspondence & emails and members at the Club House.
  • Managing CEO & Club Secretary’s diary including management team meetings and 1:2:1s, organising meetings and appointments, ensuring that the CEO & Club Secretary has information needed in advance.
  • Manage the Council and committee Dropboxes.
  • Draft correspondence, presentations & reports as required, liaising closely with other Departments
  • Deal with member comments/complaints efficiently and courteously, referring to other departments as necessary.
  • Assisting with status events, e.g., Regatta, AGM, etc.
  • Liaising with external stakeholders and others as required.
  • Maintaining stationary stock and franking machine supplies.
  • Implementing and maintaining admin systems and processes, including data management, filing etc. and within GDPR policies

General Responsibilities:

  • To adhere to all Phyllis Court Club and statutory rules, regulations and policies
  • To act on your responsibilities detailed in the Health and Safety at Work Act 1974.
  • To attend any Statutory Fire, Health & Safety and other mandatory training and to be fully conversant with and abide by all rules concerning Fire, Health & Safety, Security and GDPR.

Confidentiality:

  • While working for the Phyllis Court Club there will be access to a wide variety of confidential information concerning the Company, Members and Employees.  It is vital that all such information remains confidential and must not be disclosed to anyone unless otherwise stated. 

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