Executive and Team Assistant

The role

The EA/ Team Assistant provides comprehensive business support to the UK CUO and Group Head of D&F, and the D&F Underwriting team, and may from time to time support other executives. The EA/ Team Assistant plays a crucial role in ensuring exceptional client service, delivering high-quality executive support services, and demonstrating excellent self-management and collaboration skills.

Key accountabilities

• Act as the first point of contact for people wanting to reach the UK CUO and Group Head of D&F, and the D&F Underwriting team.
• Be consistently available, proactive, and responsive, prioritising the needs of the UK CUO, the Group Head of D&F, and the D&F Underwriting team.
• Efficiently handle scheduling, gatekeeping, and time management for the team.
• Arrange travel itineraries, bookings, meetings, and transfers for the team, ensuring seamless travel arrangements and a comfortable experience for team members.
• Establish and maintain positive relationships with key stakeholders within the company.
• Collaborate with other EAs on meetings, projects, and deadlines.
• Anticipate and plan for various deadlines and follow-ups within the Underwriting Team and CEO Office.
• Manage all incoming and outgoing communications, including calls, emails, reports, and letters.
• Proactively manage and organise the inbox, prioritising tasks and demands.
• Process all expenses for relevant team members accurately and in a timely manner.
• Demonstrate exceptional organisational skills and attention to detail in managing deadlines.
• Identify opportunities to enhance office processes and systems to optimise company operations.
• Contribute to the development and implementation of efficient administrative procedures.
• Assist in the creation and maintenance of office manuals and guidelines.
• Assist with daily ad-hoc office management issues as they arise.
• Support onboarding processes for new team members and facilitate smooth offboarding for departing employees.
• Provide coverage for other EAs during their holidays or sick days.
• Be available for on-call duties during peak periods or urgent situations.

Coordinate team events, ensuring adherence to budgetary constraints and established processes

Skills & experience

• Experience in a similar role or corporate environment.
• Strong Outlook skills.
• Experience working with MS Office (Word, Excel, Powerpoint)
• Discreet and trustworthy when handling confidential information.
• Excellent oral and written communication skills.
• Proactive and able to take initiative to anticipate needs and solve problems.
• Demonstrates tact and diplomacy in handling sensitive situations.
• Understanding of operational systems and processes to facilitate efficient workflow.