Administrative Support Specialist

3 weeks ago

London, United Kingdom Avencia Consulting Services Ltd Full time

Executive Assistant & Administrative Support

Location: London / Hybrid

Sector: Specialty Insurance

Compensation: Competitive

Contract Type: 12 Month FTC (potential for permanent position)

This position is designed to provide comprehensive Administrative Support to Executive, Senior, and Functional Heads, ensuring compliance with global administrative policies, procedures, and standards. You will play a pivotal role in supporting Office & Facilities management, ensuring operational efficiency.

Key Responsibilities

Deliver business and administrative assistance to the Executive Management Team (EMT) and various Functions, including:

  • Acting as a gatekeeper for precise and effective calendar management across multiple time zones.
  • Managing inboxes as needed, drafting correspondence, and reviewing documents.
  • Assisting designated functional teams with general administrative tasks, such as coordinating team meetings, taking minutes, tracking actions, and compiling presentations and reports.
  • Overseeing all aspects of Executive travel and related meetings/events, including presentations, legal documentation, accommodations, transfers, meetings, conference fees, and compliance paperwork.
  • Ensuring travel details are accurately recorded in the travel tracker and that travel processes are adhered to.

Board & Committee Support

Board Support

Assist the Company Secretary with Board preparation, event coordination, and hosting, which includes materials preparation, scheduling, and administrative support.

Committee Support

Serve as Secretary to the assigned Committee, executing various administrative tasks related to Committees, including meeting setup, agenda preparation and distribution, pre-read materials, minute-taking, documentation, and follow-up on actions.

Provide backup Secretary support to assigned Committees as needed.

Assist the assigned Committee with the selection and execution of 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 business change management initiatives.

Office Management Support

Support the Customer Experience Manager / Front of House Office Manager with responsibilities outlined in their job descriptions as required.

Required Experience:

  • Prior experience as an Executive Assistant or Personal Assistant.

High proficiency in the MS Office Suite of applications.

Exceptional oral and written communication skills.

A quick learner who embraces challenges and adapts readily to new systems and procedures.

Outstanding attention to detail and organizational skills, with the ability to prioritize shifting workloads and meet multiple deadlines.

Flexibility and adaptability to assist with requirements beyond standard business hours.

Ability to cultivate and maintain internal and external business relationships at all levels.

Must be capable of self-direction and work effectively both independently and collaboratively with teams.

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