Main purpose of the role:

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:

1) 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

2) 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.

3) 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.

4) 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

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

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

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Committee Operations Assistant