Personal Assistant

Job Type Fixed Term Build a brilliant future with Hiscox About Hiscox UK Hiscox UK is a leading brand in the insurance market, recognised as setting the standards others try to emulate. We consistently deliver strong growth and exceptional returns, recruiting only the very best and empowering them to deliver. We are known for insuring the homes of the rich and famous through to the most innovative technology companies. Our customers are diverse and unique and are only united by our ability to provide specialist insurance tailored to their needs. Role The role supports the following three senior leaders in a PA capacity: Head of Specialty and Group Head of Hiscox Media and Entertainment Head of Art and Private Client National Schemes Sales Manager In addition, you will offer ad hoc support to the Specialty and Fine Art teams. Key Responsibilities Providing PA support to the Head of Specialty/Group Head of Hiscox Media and Entertainment; Head of Art and Private Client; National Schemes Manager Complex diary management, arranging and prioritising appointments, organising internal and external meetings; issuing visitor passes for the London office; ensuring time has been allocated in the diaries for meeting preparation, board report writing and other important deadlines Extensive travel and accommodation arrangements (UK and International) Handling confidential information Co-ordination of the Monthly Specialty Divisional meetings and the Monthly Specialty Management meetings, including orchestrating content for agendas, compiling supporting papers and distributing meeting packs and being in attendance and taking minutes/actions for both meetings Co-ordinating work experience placements for the Fine Art Team Organising Lloyds and Art Tours Onboarding process for New Starters and Graduates, including induction plans, travel arrangements, IT set up and equipment order Preparing Quarterly Business Review packs Assisting with various Board report submissions Preparing accurate documents, as well as assisting with production of monthly reports and PowerPoint presentations Preparing and submitting personal expenses Managing the invoicing process: raising Purchase Order requisitions for suppliers and acting as a point of contact for any payment queries Meeting and greeting internal and external visitors at all levels of seniority Coordinating broker and team events, ranging from broker golf days with evening entertainment, high end dinners/private dining, annual wine tasting committee, to larger events for hundreds of people including 5RB and MLRC every year. There is also the Specialty summer broker event – normally Royal Ascot for 20 people, and the Specialty Away Day for circa 45 people Organising regular boardroom lunches, predominantly for Fine Art Providing cover and support for other assistants and building strong, credible relationships with the regional teams Absence and holiday monitoring for Speciality and Fine Art direct reports Inbox and email management for Head of Specialty Person Specification Proven experience as a PA providing support within a professional environment Educated to A-Level or equivalent Advanced working knowledge of Microsoft Word, Excel, Outlook and PowerPoint Efficient, proactive, with a 'can-do' attitude; takes initiative and makes things happen Able to plan ahead and make accurate judgement calls on prioritising work tasks and multi-task Able to make decisions – but know when to ask for assistance Excellent attention to detail, organisation and co-ordination skills Works well and delivers under pressure Customer focussed who builds strong working relationships both internally and externally Must have a confident and friendly manner Well-presented and professional Diversity and flexible working at Hiscox At Hiscox we care about our people. We hire the best people for the job and we're committed to diversity and creating a truly inclusive culture, which we believe drives success. We also understand that working life doesn't always have to be 'nine to five' and we support flexible working wherever we can. No promises, but please chat to our resourcing team about the flexibility we could offer for this role. Work with amazing people and be part of a unique culture