Administrative Support Specialist
3 weeks ago
Position: Executive Assistant & Business Support
Location: London / Hybrid
Industry: Specialty Insurance
Compensation: Competitive Salary
Contract Type: 12 Month FTC (potential for permanent position)
This position is designed to deliver comprehensive Business Support and Administrative assistance to Executive, Senior, and Functional Leaders, ensuring compliance with global administrative policies and protocols. You will play a crucial role in facilitating Office and Facilities management, contributing to the seamless operation of the workplace.
Key Responsibilities:
- Provide administrative and business support to the Executive Management Team (EMT) and various Functions, including:
- Act as a gatekeeper, managing complex calendars across multiple time zones.
- Oversee inbox management as needed, drafting correspondence and reviewing documents.
- Assist designated functional teams with general administrative duties, such as coordinating team meetings, taking minutes, tracking actions, and compiling presentations and reports.
- Manage all aspects of Executive travel arrangements and related meetings/events, including presentations, legal documentation, accommodations, transfers, and compliance paperwork.
- Ensure accurate documentation of travel in the travel tracker and adherence to travel processes.
Board & Committees Support:
Board:
- Assist the Company Secretary with Board preparation, event coordination, and hosting, including material preparation, scheduling, and administrative support.
Committees:
- Serve as Secretary for assigned Committees, executing various administrative tasks such as meeting setup, agenda preparation, distribution of pre-read materials, minute-taking, and follow-up on actions.
- Act as a backup Secretary for assigned Committees as needed.
- Support assigned Committees in selecting and organizing internal and external events.
Business Change Management Support:
Participate in monthly Business Support and Administration Team meetings, contributing agenda items and engaging in discussions to foster collaboration and enhance function efficiency.
Act as a Business Change Champion, assisting IT and Business Operations with user acceptance testing, deployment, and change management initiatives.
Office Management:
Support the Customer Experience Manager / Front of House Office Manager as required, fulfilling responsibilities outlined in their job descriptions.
Required Experience:
- Previous experience as an Executive Assistant or Personal Assistant.
- High proficiency in Microsoft Office Suite.
- Exceptional oral and written communication skills.
- A quick learner who embraces challenges and adapts to new systems and procedures.
- Strong attention to detail and organizational skills, with the ability to prioritize shifting workloads and meet multiple deadlines.
- Flexible and adaptable to assist with requirements beyond standard business hours.
- Ability to cultivate and maintain internal and external business relationships at all levels.
- Self-motivated and capable of working effectively both independently and collaboratively.
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