Team Secretary

2 weeks ago

London, United Kingdom Aegis London Full time

**Job profile**:
**Job title**: Team Secretary

**Location**:London (Hybrid)

**Employee status**: Permanent

**Company overview**:
AEGIS London writes a diversified book of business through Syndicate 1225 at Lloyd’s where, year after year, we’re ranked in the top quartile for performance.

In an increasingly complex and volatile world, brokers and clients are looking for risk transfer partners who are accessible, resourceful and there for the long haul. At AEGIS London, our structure and our mindset mean that our resources are an excellent match for your risks.

**Purpose of the role**:
To provide administrative support to Executives and their EA’s, as required, maintaining complete confidentiality and discretion at all times. To work as part of a team with other EA’s/PA’s to ensure the efficient running in respect of resources and working environment for the Executive team.

**Duties and accountabilities**:

- Extensive diary management: co-ordinating multiple electronic diaries and schedules both for internal and external meetings. Arranging meeting rooms and passes.
- Organise and schedule meetings / lunches / dinners and attendance at other external and internal events.
- Acting as a point of contact and directing enquiries as necessary, screening telephone calls and mail.
- Documents: Formatting, inputting, editing, retrieving, copying and transmitting text, data and graphics. Intelligent handling of material, identifying errors, correcting spelling mistakes where necessary.
- Assisting with the organisation of corporate hospitality to include Board dinners, employee social events, Executive away days and other events as required.
- Assisting with business travel arrangements; including flights, transportation, and hotels for Executive team members.
- Set up and maintain effective electronic and/or paper record filing systems and manage archiving requirements.
- Complete expense forms and submit for authorisation, including anti-bribery details.
- Providing cover for EA’s to ensure the continued smooth running of the business.

**Skills, knowledge and experience**:

- Good organisational skills with ability to multitask and work to tight deadlines as part of a busy team.
- Experience as a team secretary, preferably within a professional financial services organisation or similar.
- Able to deal with people at all levels within the organisation and externally. Able to build rapport with employees, customers and suppliers.
- Able to manage and prioritise workload, particularly supporting a team and working as part of a team.
- Excellent written and verbal communication.
- Good computer skills to include, outlook, word, excel and PowerPoint.
- Attention to detail, taking pride in the quality of own work.
- Effective problem solving skills appropriate to the role.
- Recognition of the need for complete discretion/confidentiality.

**AEGIS Values**:
**Fairness and respect**:
We make decisions considering the best interests of key stakeholders. We are direct and straightforward in our actions, working collaboratively to create a culture of fairness and respect.

**Open and inclusive**:
We act with integrity, valuing diversity of thought and background. We take time to listen to the needs of our customers, stakeholders and colleagues working together to seek and share information.

**Ambitious**:
We have a passion for success, aspiring to be recognised as best in class. We embrace new opportunities, encouraging innovation in pursuit of our goals.

**Striving to be better**:
We strive to improve at all times, challenging complacency, being agile and adapting to change. We always seek to improve our customers’ experience with us.

**Investing in people’s potential**:
We provide an environment where each employee can reach their personal potential. We encourage personal accountability for performance and individual ownership for growth and success.

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