Executive Team Assistant

3 weeks ago

London, United Kingdom Asta Capital Limited Full time

Job Description

Executive Team Assistant

Asta is the first-choice strategic partner for underwriting entrepreneurs or established insurers seeking access to the Lloyd’s market. We provide bespoke solutions that enable clients to enter Lloyd’s, combined with a flexible range of services that support them as they grow.

At the heart of our business is Asta Managing Agency, the leading third-party managing agent at Lloyd’s.

Main purpose of job:

To work closely with the Chief Finance Officer and Chief Actuary , providing proactive administrative support. Primary duties will include email and diary management, creation and formatting of papers, and other tasks as requested by the Exec team, or EA to the CEO.

Key tasks:

  • Provide pro-active diary management and meeting co-ordination for the CFO & Chief Actuary, building good relationships with both internal and external stakeholders.
  • Monitor inboxes to reduce volume of emails where possible, flag those which are time-sensitive and independently action administrative requests.
  • Assist with coordination, creation and formatting of Board, Committee, working papers and presentations – ensuring deadlines are met.
  • Organise and attend team meetings and events - assist with agendas and monitoring of actions.
  • Provide support to and on occasion, cover for the EA to the CEO, with access to their emails, to manage the CEO’s meeting requests in their absence.
  • Carry out general administrative tasks including, but not limited to: co-managing the reinsurance inbox for Exec signatory process, keeping records for Gifts & Entertainment and CPD, assisting with Exec timesheets, booking of meeting rooms, travel and restaurants, arranging corporate events, completing expenses, arranging corporate gifts for staff.
  • Opportunity to get involved with corporate ad hoc projects.

Key behaviours required:

Organisational Skills:

  1. Ability to prioritise tasks effectively and manage multiple deadlines.
  2. Strong time management skills to ensure efficient scheduling and coordination of meetings, events and travel arrangements.
  3. Attention to detail in handling sensitive information, maintaining files, and managing records.

Communication:

  1. Excellent written and verbal communication skills to interact with the Executive Team, as well as internal and external stakeholders.
  2. Professional telephone etiquette and the ability to handle enquiries and redirect calls appropriately.
  3. Effective listening skills to understand instructions and communicate information accurately.

Adaptability:

  1. Flexibility to adjust priorities and work effectively in a fast-paced, dynamic environment.
  2. Willingness to learn new tools, technologies, and processes to enhance efficiency.
  3. Ability to handle unexpected changes or shifting priorities with composure.
  4. This role is majority office-based, dependent on Exec Team activity.

Professionalism:

  1. Demonstrated professionalism in all interactions, maintaining a positive and diplomatic demeanour – mindful of the confidential nature of the role.
  2. Strong interpersonal skills to build relationships and work collaboratively with team members.
  3. Professional appearance and conduct in representing the executive team.

Professional Development:

  1. Commitment to continuous learning and professional growth.
  2. Actively seeking opportunities to expand knowledge and skills relevant to the role.
  3. Willingness to participate in training programmes and stay updated on industry trends.

Key technical skills, knowledge and professional qualifications required

  • At least two years previous experience of providing administrative support to a team at a similar level.
  • Ideally should have at least 2 ‘A’ levels, or equivalent at grade B and above, preferably in Maths and English.
  • Highly computer literate in all Microsoft applications - Outlook, Teams, Word, PowerPoint, and particularly proficient in Excel.
  • An understanding of insurance operations an advantage but not essential.
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