Job Description

Job Purpose

The Board Administrator will assist the Company Secretary of ICE Clear Europe ("ICEU") in the discharge of their role and provide executive assistant support to the ICEU President and, where time and capacity allow, to the Senior Management Team. The role will involve active participation in the production of key deliverables including reports, presentations and other material for use at a senior level and with Boards and Committees of the Company. All aspects of this role will include day to day involvement in complex and highly confidential issues, including communication with internal and external stakeholders at the highest level. The job is also client and Director facing and involves dealing with senior industry figures.

Responsibilities

• Board Administrator, ICEU:
  • Scheduling internal meetings/calls and providing related administrative support (collating and distributing materials, dial in details etc.) - this includes regularly scheduled and ad hoc meetings for the Board, four Board Committees, a product advisory committee and two executive committees.
  • Scheduling external meetings/calls and providing related administrative support (collating and distributing materials, dial in details etc.) including scheduled and ad hoc meetings for members of the senior management team and non-executive directors of the Company with the Company's regulators, e.g. the Bank of England, ESMA, CFTC and the SEC.
  • Assisting with corporate filings (as required).
• Executive Assistant, ICEU:
  • Worldwide and UK travel, arranging itineraries etc.
  • Processing expense claims.
  • Diary Management.
  • Scheduling internal and external meetings.
  • Provide administrative support for regular meetings / calls, including timely distribution of supporting documentation.
  • Provide ad-hoc cover for ICE's main Reception.
  • Coordinate filing systems and any other ad hoc matters, including archiving.
  • Events management - assist with the preparation of staff and client events that the Executive office organises.

Knowledge and Experience

• Previous experience within an Administrative / PA capacity, with exposure to senior management.
• Strong oral and written communication skills.
• Can write clearly and concisely.
• High level of attention to detail.
• Has a diplomatic approach and the confidence to provide support to and build relationships with high-profile company staff and board members.
• Can take in and process large amounts of information, is able to prioritise work and works well under pressure.
• Ability to work under tight deadlines.
• Strong IT skills to include Outlook, Word, PowerPoint, Excel.
• Forward thinking, highly organised and pro-active.
• Mature handling of sensitive and confidential information.
• Experience with company secretarial software such as Diligent and/ or 'GEMS' is an advantage but is not required.
• Previous experience in company secretarial work would be an advantage but is not a requirement.
• Opportunities for development through company secretarial training/ qualifications (e.g. with the Chartered Institute of Governance, UK and Ireland) potentially available within this role, if applicant has an interest in learning more about corporate governance and corporate governance related issues (e.g. around conflicts of interests) and processes, including the unique governance requirements of regulated ICE UK entities.