Main Purpose

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 Responsibilities

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

· Asta Employee Resource Groups for Diversity, Equality and Inclusion

Asta operations department meetings

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.
Take minutes for ad hoc meetings.
Following 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 Secretarial 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 skills and experience required

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
Strong organisational skills, managing multiple priorities with competing deadlines whilst ensuring work is consistently accurate
Excellent communication skills, both oral and written
Good interpersonal skills – able to deal with colleagues, directors and clients at all levels. Should have the confidence to persuade others to provide information and meet deadlines and the ability to develop and maintain effective working relationships
Ability to prepare engaging internal communications content for diversity, equity and inclusion topics
Self-starter – able to display initiative and work with autonomy

Our values

As a Davies business, Asta aims to attract, develop, inspire and reward our people by creating

an environment in which they can perform at their very best and thrive in a culture where everyone feels they belong and has an equal opportunity to build a successful career.

Our values underpin the way we do business. How our people interact with each other, our clients and stakeholders is what makes us different. It’s also key to how our business performs and its reputation as the leading third-party managing agent at Lloyd’s.

Operations Assistant jobs

Committee Operations Assistant