Senior Officers Support Executive

Merrifield Consultants are delighted to be partnering with an International Legal Membership Organisation to recruit a Senior Officers Support Executive

Job Title: Senior Officers Support Executive

Salary: Up to 35,000 annum

Contract: Permanent, full-time position

Location: City of London

Hybrid: 2 days a week in the office

This role involves providing comprehensive administrative and executive support to the Executive Officers, which includes the President, Vice-President, and Secretary-General.

• Draft agendas, schedule, attend and minute meetings and conference calls.
• Prepare and update the Officers annual travel calendar to ensure key conferences and events are attended by an Officer.
• Create Annual Conference and Mid-Year meeting schedules for President, Vice-President and Secretary General.
• Attend President's Annual and Mid years Conference meetings and take minutes.
• Creating, preparing and monitoring the annual budgets and expenses, processing reimbursements, and providing quarterly financial reports
• Monitor expenditure (for various meetings/travel/accommodation costs etc) as per the travel policy
• Draft Management Board/Council reports for President.
• Draft various reports and speeches on behalf of the President, including Management Board/Council reports, conference welcome messages, and the President's Annual Report.
• Draft President's welcome message for Annual Conference preliminary and final programmes.
• When necessary, prepare/draft the President's Opening Ceremony speech in liaison with the President.
• Draft President's message for the Annual Report and Membership Brochure
• Liaise with various internal teams, including the Conferences Team and the Production Department, to ensure smooth operations, as well as with external legal associations to maintain relationships.
• Liaise with regional offices for any Presidential regional visits.
• Organise annual President's day at the office.
• Oversee President's Reception at the Annual Conference every two years including tracking invitations.
• Liaise with Production Department to maintain President related web pages on the organisation's website.
• Maintain continuity of any relationships already developed as directed by the Executive Director with selected key international legal associations, ensuring organisations representation/attendance by President/Officers where required.
• Coordinate and manage any ad-hoc activities initiated by the Vice-Presidents and Secretary General.

Person Specifications:

• Minimum 4 years' experience dealing with high level meetings.
• Experience in providing secretariat support to external committees
• Experience in setting agendas and minute taking
• Conference planning and co-ordination
• Previous experience in a professional, confidential working environment.
• Ability to work autonomously
• Excellent written and verbal English skills.
• Proficiency in Microsoft Office suite, Word, PowerPoint, Excel and Teams/Zoom.
• Strong adherence to processes and established protocols.
• Excellent organisational and multitasking abilities.
• Professionalism, discretion, and strong interpersonal skills.
• Adaptability and resilience.
• Able to travel internationally, to mid-year (5 days) and annual conference (10 days).

If you have strong organisational, communication, and multitasking skills and can manage high-level administrative functions we encourage you to apply.

We practice a diverse and inclusive recruitment process that ensures equal opportunity for all we work with, irrespective of race, sexual orientation, mental or physical disability, age or gender. As an organisation, we encourage applications from all backgrounds and will ensure measures are met when required, to allow a fair process throughout.