We have a newly created position, suited to an individual with demonstrable administrative skills. It is likley that the experience acquired within the role would provide a good foundation for a career as an Executive Assistant (EA).
The role sits within the Business Support team providing administrative support to members of the LMA. Support will include diary management, collating and assisting in the production of communications and management of the member database, organising meetings & events.
This role plays an essential part in providing high level support to the LMA and supporting the Business Support Team Manager.
Job purpose
To provide administrative support, working collaboratively as a member of the Business Support team to meet with overall LMA business needs. The team will meet regularly and have familiarity with shared workloads. This position is aligned to two functional areas within the LMA however is will not be strictly exclusive. During busier periods, you may support colleagues who hold functional responsibility for other business areas.
Key accountabilities
- Diary Support: For senior members within functional areas including the co-ordination of 1-2-1 meetings, Committee meetings, forums and events.
- Administration Support: Filing, Printing, Data input and Shredding.
- Meetings: Organise internal and external meetings:
o source and book venues and/or meeting rooms
o Organise refreshments
o Organise equipment and materials as required i.e. stationery, name badges etc
o Send invitations & communications
o Organise Lloyd's passes for all guests
o Keep a log of all regular meetings and contact details
- Event Management: End to-end organisation and management of both internal and external events;
o source and book venues
o Manage event budgets (where applicable)
o Organise refreshments
o Organise equipment and materials as required
o Send invitations, communications and manage registrations and queries
o Attend events (where applicable) to offer support.
- Travel: Arrange travel and hotel accommodation within budget constraints
- Creation of business documentation including PowerPoint presentations in accordance with branding guidelines
- IMIS updates: Proactive ongoing management of the member database (IMIS) ensuring content is kept up to date for all member companies under the guidance of the Communications team
- Website: Proactively update the LMA's website pages in a timely manner under the direction of the business area(s)
- Reception Cover: cover of the LMA Reception desk during busy periods and periods of absence (holiday and sickness, for example). Key tasks will include:
o Greet visitors and offer refreshments as required
o Ensure reception, meeting rooms and the staff room are tidy and well stocked
o Manage the LMA email inbox and respond to queries quickly
o Order stationery, couriers, visitor passes and refreshment
o Liaise with Lloyd's Facilities and Security to resolve any issues
- LMA Culture: organise events, services & activities and create communications to positively enhance the LMA internal culture and environment i.e. social, charitable activities
- Build and maintain good working relationships with members, in particular counterparts from Managing Agencies and other relevant organisations including the Corporation of Lloyd's, LMG, LIIBA, IUA, DXC etc
- Maintain a high level of confidentiality, sensitivity and political awareness when dealing with highly sensitive data.
Education and qualifications
The role requires individuals of GCSE/A-level calibre.
Technical Skills
- Administrative support to include email management
- Event & meeting coordination
- Ability to schedule and place orders for office essentials
- Good IT Skills (MS Office, Word, Excel and Power Point Presentations)