Secretarial Assistant

Overview

Contract:
Permanent, Full-time (37.5 hours per week)

Location:
London W10 (Hybrid – minimum 2 days per week in the office; Tuesday is a core office day)

Closing date:
Monday 26 January at 9:00am

Minute taking is a core and essential part of this role

About the organisation

We are an international professional membership organisation within the medical sector
, representing highly respected clinicians and healthcare professionals across the globe. The organisation operates within a formal governance framework and supports the advancement of medical education, standards and best practice worldwide.

We are seeking a highly organised and detail-oriented Secretarial Assistant to provide essential administrative and governance support to the Governance Manager, CEO, Board of Trustees and Committees. This role sits within a regulated governance environment and requires a strong administrator who is confident working with senior stakeholders and volunteer committee members.

Minute taking is a core and essential part of this role. You will be responsible for taking accurate, professional minutes for Board and committee meetings, maintaining action logs and ensuring follow-up.
Minute taking will form part of the interview process
, and candidates must be able to demonstrate clear experience in this area.

Minute taking and meeting administration (essential):

• Take clear, accurate and professional minutes for Board of Trustees and committee meetings
• Prepare agendas and collate, format and circulate meeting papers
• Maintain action logs and ensure timely follow-up of actions
• Maintain accurate governance records and documentation

Governance and compliance support:

• Support Board and committee administration across the annual governance cycle
• Assist with statutory filings and governance documentation
• Help monitor compliance with regulatory and governance requirements
• Maintain registers including trustee details, declarations and conflicts of interest

Committee and stakeholder liaison:

• Act as a key point of contact for Trustees and committee members (who are volunteers)
• Support the scheduling and coordination of committee meetings
• Communicate clearly, diplomatically and professionally with senior medical professionals

Additional administrative support:

• Provide administrative and occasional PA support to the Governance Manager and CEO
• Assist with travel arrangements, expenses and invoices
• Support formal governance meetings including AGMs

You will have experience in administration, ideally gained within a regulated, structured or compliance-driven environment (such as governance, charity, professional membership body, education, healthcare or similar).

Proven experience of taking minutes professionally

Strong administrative and organisational skills with excellent attention to detail

Experience working within a regulated or formal governance environment

Excellent written and verbal communication skills

Confidence working with senior stakeholders and committees

High levels of discretion, integrity and professionalism

Governance or committee administration experience

Experience supporting Boards, Trustees or senior committees

Knowledge of governance or regulatory frameworks

This role would suit an experienced administrator or PA looking to transition into governance

You will be resilient, patient and well organised, able to work in a fast-paced environment and manage multiple priorities while working constructively with volunteer stakeholders.

• Face-to-face interview (45 minutes)
• Minute-taking exercise (45 minutes) – this is a key assessment for the role

To apply, please submit your CV.

Due to the volume of applications, only successful candidates will be contacted.

Membership Bespoke is acting as a recruitment business in relation to this role and welcomes applications from all suitably qualified candidates.