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Executive Assistant to Chief Operating Officer

3 months ago

Fareham, United Kingdom Zurich Insurance Full time

**Executive Assistant to Chief Operating Officer (COO)**

**(Part-Time, Job-Share and Full-Time)**

**Location: Fareham/London/UK Flexible with hybrid working.**

**The opportunity**:
Our COO is looking for an Executive Assistant who can take initiative, think on their feet, and resolve problems as they arise. This Executive Assistant role will be fast-paced, working to tight deadlines, requiring flexibility and strong communication skills. The successful Executive Assistant will have excellent attention to detail and the ability to plan meticulously and work with high integrity and confidentiality. Previous experience working as a C-Suite EA in a highly regulated financial services organisation is essential.

**What will you be doing?**
- Work directly with the COO to support all aspects of their daily work routine.
- Maintain the COO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
- Serve as a liaison between the COO, Executive Team and the Boards. This includes answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
- Coordinate work with other Executive Team Members as needed; play a key role in the coordination of employee efforts both within and outside the department.
- Provide coordination, monitoring, and communication of projects and programs managed by the Executive Team and Boards.
- Assist in Exco & Board activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration of end-users and key stakeholders.
- Serve as a primary point of contact between the COO and stakeholders including helping to coordinate the work of the different groups and providing administrative support for governance meetings.
- Determine priority of matters of attention for the COO; redirect matters to relevant team members to handle, or handle matters personally, as appropriate.
- Keep the COO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
- Routinely perform a wide variety of support duties.
- Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
- Transcribe source material, and prepare documents, reports, tables and charts; distribute as appropriate.
- Prepare, reconcile, and submit expense reports.
- Maintain paper and electronic filing systems.
- Maintain confidential and sensitive information.
- Attend meetings and take notes of discussions; prepare the initial draft of minutes and summaries.
- Mirror the COO’s office attendance (usually 2-3 days a week)
- Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

**What are we looking for?**
- A detail-oriented self-starter with prior experience in a regulated financial services environment.
- Has robust experience working with independent non-execs and board chairs, understanding the board cycle.
- Working with tact, diplomacy and objectivity across a varied stakeholder community including non-exec and board chairs and Executive team members.
- Someone who exhibits sound judgment with the ability to prioritize and make decisions.
- Has sound integrity and professionalism at all times.
- Energetic and eager to tackle new projects and ideas.
- Comfortable interacting with high-level executives.
- A team player capable of cultivating productive working relationships across the team and wider business.
- Resourceful, can-do attitude.
- Thrives in a fast-paced environment.
- Excellent computer skills, including Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel).
- Exceptional writing, editing, and proofreading skills.
- Excellent organization and time-management skills.

**What will you get in return?**

As well as a competitive salary we also offer an excellent lifestyle benefits package which includes - 12% pension
- 25 days holiday plus an additional 3 volunteering days
- Annual company bonuses
- Contribution to medical cover
- Discounted technology offers
- Virtual GP appointments
- Discounted gym membership,
- Free flu jab
- Discounted gadget insurance

At Zurich, we will consider requests for flexible working on hiring. Many of our employees work flexibly in many ways, including part-time, flexible hours, job share, an element of working from home or compressed hours. Please talk to us at the interview about the flexibility you may need.

**Who we are**:
With about 55,000 employees serving customers in more than 170 countries we aspire to become the best global insurer as measured by our shareholders, customers, and employees. If you're interested in working in a dynamic and challenging environment for a company that recognises and rewards your creativity, initiatives, and c