Executive Assistant and Committee Coordinator

Executive Assistant and Committee Coordinator Role Responsibility

Specific accountabilities of the role include:

• Providing outstanding personal and confidential administrative and organisational support to the Chief Operating Officer and other assigned Executive Director(s), ensuring the appropriate action is taken on information and messages, together with efficient email management that ensures the co-ordination and timely response to correspondence and other requests received.
• Preparation of meeting packs/papers, PowerPoint presentations, and other documents using Microsoft Office365 software.
• Ensuring busy diary commitments, papers and travel arrangements are managed effectively with consideration to Executive wellbeing as well as business demand and proactively troubleshooting any potential problems.
• Working to achieve close and harmonious relationships across the offices and departments in all aspects of the work, especially at the interface with other departments and external stakeholders.
• Providing coordination, governance and secretariat services of all Level 2 Executive Management Committees in collaboration with the Chief of Staff, ensuring all papers and reports are uploaded/distributed in a timely manner, and all meeting artefacts are produced and stored to required quality and content standards.

As our new Executive Assistant and Committee Coordinator, you will also:

• Providing further secretarial support and minute taking for meetings as required ensuring a level of accuracy and completeness of the minutes that could meet auditable standards.
• Manage all transactions and tasks requested by the Executive in accordance with policy, and ensure those which incur costs comply with all financial controls.
• Ensure the timely handover of all direct COO complaints to the Member Resolution Team in accordance with Complaint Service Levels.
• Build good working relationships with a range of Stakeholders and support the COO and Executive Director(s) in managing these stakeholder expectations to safeguard the reputation of MPS.
• Provide confidential administrative support to Non-Executive Directors as required in collaboration with Company Secretary and team.
• As part of the CEO Office, work to actively identify, report and address business risks and ensure adequate business processes and controls are in place to mitigate risks originating from EA or Committee Coordination activities.
• Support the Executive to manage their Divisional risk registers and audit points through to completion.
• Provide Travel & Accommodation support for Non-Executive Directors as instructed by the Company Secretarial team.
• Work collaboratively with Company Secretary to ensure Level 1 and Level 2 meeting agendas align and that Level 2 papers are escalated to Council / Council Committees as required.

The Ideal Candidate

We are looking for:

• Excellent organisational and diary management skills, and the ability to prioritise work and manage multiple activities.
• Excellent interpersonal and written communication skills, with high attention to detail and accuracy.
• Ability to problem solve and make informed decisions using own initiative.
• Strong technical ability in use of Microsoft Office 365 applications, in particular Word, PowerPoint, and Excel.
• Experience of providing secretariat services and meeting/committee coordination.
• Experience of handling sensitive information and acting with integrity.
• Experience of managing senior stakeholder relationships.

Package Description

Alongside a competitive salary as stated above, you will also receive:

• Up to 15% discretionary annual bonus
• Annual performance-related pay review
• 11% pension contribution (3% from you, 8% from us - optional additional matched 3% contributions, e.g. 6% from you, 11% from us)
• 25 days annual leave plus flexible bank holidays (option to buy/sell additional 5 days)
• Private Medical Cover
• Career development and progression opportunities
• A truly flexible hybrid-working arrangement (take a look at below to find out more about how we work)
• A culture that promotes inclusivity, wellbeing and rewards hard work
• Car Salary Sacrifice scheme
• 6x salary death in service
• A personal GP service enabling you to get a video consultation with a NHS-registered private GP
• Employee Assistance Programme
• A range of shopping discounts from major high-street retailers

About the Company

Who We Are

Medical Protection Society (MPS) is the world's leading protection organisation for Doctors, Dentists and healthcare professionals. We protect and support the professional interests of almost 300,000 Members around the world.

We are a not-for-profit organisation, meaning our Members' premiums are kept safe should our Members require support for complaints or claims arising from professional practice, or invested into bettering the organisation, our colleagues and our products.

Our philosophy is to support safe practice in medicine and dentistry by helping to avert problems in the first place. We also actively campaign for regulatory and legal reforms that benefit Members and the wider healthcare professions.

To do this, we need exceptional colleagues who are trusted and supported to deliver their best work, so we can continue to provide the most trusted, valued and expert protection to members when they need us the most.

Next Steps

If you are interested in finding out more, looking for a new role and want to join an organisation that truly values its employees, take a look at the role profile to find out more about the role to apply.

Our Talent Acquisition team are always on hand should you have any questions, are having any technical issues or wish to understand how MPS can support you with your application and interview. You can contact our friendly Talent Acquisition team by emailing