Board Administrator

Job Purpose

The Board Administrator will assist the Company Secretary of ICE Clear Europe (ICEU) in discharging their role and provide executive assistant support to the ICEU President and, where time and capacity allow, to the Senior Management Team. The role involves active participation in producing key deliverables including reports, presentations and other materials for use at a senior level and with the Boards and Committees of the Company. All aspects of this role include day-to-day involvement in complex and highly confidential issues, including communication with internal and external stakeholders at the highest level. The role is 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 with the Company’s regulators (e.g., Bank of England, ESMA, CFTC and SEC).
  • Assisting with corporate filings (as required).
• Executive Assistant, ICEU:
  • Worldwide and UK travel arrangements and itineraries.
  • Processing expense claims.
  • Diary management.
  • Scheduling internal and external meetings.
  • Providing administrative support for regular meetings and calls, including timely distribution of supporting documentation.
  • Providing ad hoc cover for ICE’s main Reception.
  • Coordinating filing systems and other ad hoc matters, including archiving.
  • Events management — assist with the preparation of staff and client events organized by the Executive office.

Knowledge and Experience

• Previous experience in an Administrative/PA role, with exposure to senior management.
• Strong written and verbal communication skills.
• Ability to write clearly and concisely.
• High level of attention to detail.
• Diplomatic approach and the confidence to support and build relationships with high-profile staff and board members.
• Ability to process large amounts of information, prioritise work and perform under pressure.
• Ability to work under tight deadlines.
• Strong IT skills (Outlook, Word, PowerPoint, Excel).
• Forward-thinking, highly organised and proactive.
• Experience handling sensitive and confidential information.
• Experience with company secretarial software such as Diligent and/or GEMS is advantageous but not required.
• Previous experience in company secretarial work is advantageous but not required.
• Potential development opportunities through company secretarial training/ qualifications (e.g., with the Chartered Institute of Governance UK&I) if the applicant is interested in governance and related issues, including the governance requirements of regulated ICE UK entities.