Executive & Team Assistant

2 months ago

London, United Kingdom Lockton, Inc. Full time

**General information**:
**Reference **:002132

**Vacancy location**:
**Location**:
United Kingdom, London, London

**Work Place**:
Hybrid

**Vacancy details**:
**Job Profile**:
Lockton - Experienced Professional

**Title**:
Executive & Team Assistant

**Description**:
The role is split into two parts. Primarily supporting the Global Chief People Officer as his executive assistant and where practical / feasible, supporting senior members of the International HR function as a team assistant.

Primary areas of responsibility will include:

- Providing extensive travel/logistics planning/management (including meetings, seminars, conferences, complex itineraries across multiple time zones etc.), in accordance with Lockton’s Travel & Entertainment Policy.
- Provide support of the International HR management team as required setting up Snr meetings and Travel support.
- Any other ad hoc duties to provide administrative support including ad hoc project administration.
- Managing all aspects of expense management, returns and reporting (in accordance with Lockton Gift & Entertainment and Travel & Expenses Policies). SAP Concur knowledge advantageous, but not essential.
- Minute regular meetings, ensuring key messages are recorded accurately.
- Create/edit/merge presentations for key meetings (mostly PowerPoint) using Lockton templates.
- Proofread/mark-up/edit documentation where necessary. Help to “fix” issues with documents.
- Ensure managers are prepared for meetings and have appropriate prep time and pre-meetings scheduled where needed.

Your wider remit may also include:

- Holiday/sickness cover for the wider admin team.
- Managing new joiner set-up and induction in conjunction with HR, IT and Training teams.
- Assisting managers with maintenance of absence input and absence reporting via Lockton HR Web Portal (as appropriate).
- Maintaining electronic filing, making full use of core systems where applicable.
- MUST be professional/trustworthy and understand the importance of discretion and confidentiality.
- Intermediate/Advanced MS Office skills/IT literacy - especially Outlook (experience of arranging meetings across multiple time-zones a bonus) and PowerPoint.
- Excellent organisation/prioritisation skills; ability to plan and work efficiently and in accordance with changing business needs.
- Ability to manage own time, prioritise tasks and ensure that deadlines are met without compromising quality.
- Professional manner, able to deal well with pressure and use own initiative to get things done, without compromising accuracy.
- Self-motivation to achieve desired results regarding team(s), division, company, and annual personal objectives.
- Ability to communicate effectively and professionally both verbally and in writing with clients, insurers, and other associates.
- Reliable team player willing to help and with good attention to detail.
- Travel co-ordination experience (SAP Concur a bonus, but not essential).
- General administration proficiency, (agendas, meetings, minutes, actions).
- Understand the importance of good relationship building (internally/externally).
- Flexible in role and very keen to learn new topics and take on responsibility/assist operationally as required.

**Custom section 3**:
**Scheduled**:
Full Time Permanent

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