Executive Assistant & Business Support
London / Hybrid
Specialty Insurance
£Excellent
12 Month FTC (potential to become perm)
This role provides Business Support & Administration to Executive, Senior, and Function Heads ensuring adherence to
global admin policies, procedures, and protocols. You will be responsible for supporting Office & Facilities management,
ensuring the smooth running of the Office.
Responsibilities
Provide business and administrative support for the Executive Management Team (EMT) and Functions including:
- Gatekeeper ensuring comprehensive and accurate calendar management over national and international time zones.
- Inbox management when required, drafting correspondence and document review
- Assist designated functional teams with general administrative tasks as required, including team meeting coordination, minute taking and action tracking, presentation collation and reporting.
- Manage all aspects of Executive travel and associated meetings/events including presentations, legal documents, accommodation, transfers, meetings, conference fees and compliance paperwork.
- Ensure travel is documented in the travel tracker and travel process is followed.
Board & Committees Support
Board
- Support Company Secretary with Board prep, events coordination, and hosting, including materials preparation, scheduling, and administrative support.
Committees
- Act as Secretary to the assigned Committee, as per the Corporate Governance Structure, executing various administrative tasks related to Committees including meetings start / set-up, agenda collation and distribution, pre-read materials, minutes/actions documentation and publication and actions follow-up.
- Act as back-up Secretary to assigned Committee (3rd level support).
- Assist assigned Committee with the selection and implementation of internal / external events. Business Change Management Support
- Attend monthly Business Support and Administration Team meetings. Contribute agenda items, and actively participate in discussions to support collaboration and improvement within the function.
- Act as Business Change Champion assisting IT and Business Operations with user acceptance testing, deploy, and business change management. Office Management Support the Customer Experience Manager / Front of House Office Manager, when required, with the responsibilities outlined in the job descriptions for the above roles.
Experience Required :
- Previous EA/PA Secretarial experience
- High proficiency in MS Office Suite of applications.
- Excellent oral and written communication skills.
- A quick learner who welcomes a challenge and readily adapts to new systems and procedures.
- Excellent attention to detail and organisational skills, with the ability to demonstrate how to prioritise ever changing workloads and multiple deadlines.
- Flexible and adaptable to assist with requirements within and outside of business hours.
- Ability to develop and maintain internal and external business relationships at all levels.
- Must be able to self-lead and work effectively both independently and with teams.