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Team PA

3 months ago

London, Greater London, United Kingdom Hyperion Insurance Group Ltd Full time

Howden Re is seeking a Team PA to support a Managing Director and his wider team of around 20 brokers. This role will focus the majority of time on providing a secretarial support service to the a specific team, focusing on a range of administration support tasks. It may also provide personal support to a nominated manager/managers and this may require diary and e mail support, as necessary.

Please note this is a full-time, permanent role based in our central London office. The expectation is to be onsite 3-4 days per week on average.

Role Responsibilities:

  • Ensures records of meetings are kept through the production of accurate and timely minutes and any related documentation
  • Manages assigned projects and contribute to other projects as required
  • Provides relevant management information to managers as required
  • Organises diary, files and electronic records
  • Screens calls and e-mails, prioritizing items for response and answering routine enquiries. Re-directs items as appropriate.
  • Provides administration support for personal matters, as appropriate
  • Prepares paperwork for meetings
  • Organises local and international travel arrangements, including visa requirements, insurance arrangements and the preparation of travel itineraries
  • Liaises with other support areas as required e.g. Facilities/post room/reception team etc
  • Produces a wide variety of documentation using appropriate software packages, including reports, presentations, letters and spreadsheets. Reviews final documentation for completeness, accuracy, quality, corporate style and format
  • Processes invoices and checks and reconciles expenses for their department/team
  • Ensure up to date records are maintained at all times on the Company's/Group's systems
  • Screens calls for the department
  • Liaises with other secretarial and administration resource in the Division as required, in order to ensure support is available during lunch breaks, holidays or periods of absence. On a contingency basis, may provide secretarial support for other teams within the Division

Role Requirements:

  • Previous PA/secretarial experience, ideally with some experience supporting a team as well.
  • Experience of diary management and compiling international travel itineraries and plans.
  • Attention to detail with ability to produce accurate documentation, professional documents which are visually appealing and correct with regards to grammar, layout and spelling.
  • Prioritisation and organisational skills - able to demonstrate flexibility with regards to working hours when required and is able to produce a high quality of work within short deadlines.
  • Internal Networking skills - understands the organisation and where to find answers/relevant resources.
  • Numerate - able to create spreadsheets and manage expenses processes.
  • Ability to communicate effectively, both verbally and in writing, with internal and external stakeholders. Portrays a professional and polished image of the Division to all external contacts.
  • Able to deal with confidential matters appropriately