Business Support & Executive Assistant

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.