• Reporting To: Director of Finance
  • Contract: Fixed term up until end March 2024 (with possibility of renewal). All roles at Japan House London are fixed term as they are linked to the current phase of funding.
  • Hours: Part time, 20 hours per week
  • Closing Date: 05 June 2022, 5pm

Purpose of the role

The Company Administrator is a new position at Japan House London providing administrative support for the Finance Director, Boards of Directors, and Committees for Japan House London Trust (JHLT), Japan House London Limited (JHLL) and Japan House London Enterprises (JHLE).

Your primary responsibilities will be the preparation and organisation of information and documentation including board minutes and other records across Japan House. You will also provide full secretarial assistance, clerical support and diary management to the Finance Director.

You will be a confident and assured administrator with the ability to proactively manage multiple tasks while consistently remaining motivated and highly organised.

Key responsibilities

  • Book diaries of JHLL Board, Audit & Risk Committee, Remuneration and Nominations Committee and JHLE Board for their regular meetings in advance and for ad-hoc meetings when they arise.
  • Draft agenda and initiate conversations with the Director General/CEO, the Executive Director and the Finance Director for each key meeting.
  • Arrange pre-meetings with the Chairs of JHLL Board, Audit & Risk Committee and Remuneration and Nominations Committee to confirm the agenda for each key meeting.
  • Take minutes of the key meetings and circulate them within a certain timescale.
  • Ensure all the action points raised at each meeting will be taken care of and compile log updates of those to present at the next meeting.
  • Collect papers and circulate a document pack for each key meeting on time.
  • Coordinate and assist communications of and for JHLL & JHLE Boards, Audit & Risk Committee and Remuneration and Nominations Committee.
  • Assist Director General/CEO, Executive Director and Finance Director to interface communications with JHLL & JHLE Boards, Audit & Risk Committee and Remuneration and Nominations Committee.
  • Assist the Chairs and members of JHLL & JHLE Boards, Audit & Risk Committee and Remuneration and Nominations Committee with communications and matters related to JHLL and JHLE.
  • Coordinate with the Finance Director to gain approvals for annual filing of the accounts from JHLL, JHLE & JHLT
  • Book diaries of Audit & Risk Committee, the auditors, Director General/CEO, Executive Director and Finance Director for an annual meeting for the approval of the annual filing of the accounts.
  • Ensure all the actions stated in the Terms of Reference of Audit & Risk Committee are scheduled and taken within the set time scale.
  • Keep track of developments in matters and revisions of key documents for Board, JHLE Board, Audit & Risk Committee and Remuneration and Nominations Committee.
  • Ensure all the key documents related to JHLL &JHLE Boards, Audit & Risk Committee and Remuneration and Nominations Committee are stored internally and securely.
  • Book diaries of Board, the Company solicitors and JHL Secretariat directors for quarterly meetings of JHL SC and the Board of Trustees and liaise with Executive Officer as appropriate.
  • Ensure necessary papers for the JHL SC and JHLT meetings are circulated to the Embassy of Japan on time and liaise with Executive Officer for JHL Quarterly Reports as appropriate.
  • Assist Director General/CEO, Executive Director and Finance Director to organise an annual planning session with Board and liaise with Executive Officer as appropriate.
  • Manage and maintain gift registers of JHLL from a compliance prospect.
  • Provide administrator support to the Finance Director including support with diary management; presentations, ad-hoc research/assistance with projects as required.