Executive Assistant in Cheltenham

To provide seamless and proactive support to member(s) of Flood Re's Executive Team.

Executive Support

• Provide comprehensive diary management for allocated Director(s) and team(s), responding to diary requests in a timely manner, setting up meetings with all logistical arrangements – meeting rooms, collation and distribution of relevant meeting papers, liaising with building security, meet and greet visitors and guests.
• Support the Director(s) with the production, collation and distribution of Board and Committee papers.
• Support sub-committee meetings, prepare and distribute agendas and documentation, attend meetings, take and distribute minutes.
• Travel itinerary planning for business trips and conferences including booking cost-effective travel and accommodation in line with Flood Re's expenses policy.
• Provide a full range of administrative support as required.
• Support the Director(s) with stakeholder management, support internal and external communications.
• Process corporate and personal expenses and invoices ensuring compliance with Flood Re's policy and approval process.
• Provide cover for Executive Assistant colleagues during times of absence.

Coordination with Other Departments:

• Working closely with HR, IT, and other departments and third-party service providers to ensure seamless operations.
• Attend and effectively support and contribute to monthly EA team meetings to help Executive Management deliver on agreed ambition, strategic objectives and priorities.

Office Management

• Oversee the daily running of the office environment, ensuring it is efficient and professional.
• Act as the main point of contact and liaise with the building management team as required to ensure the office is well maintained, including keeping a log of issues raised.
• Manage office supplies, equipment, and procurement.
• Assist HR with coordinating first-day arrangements for new joiners and last day arrangements for exiting employees based in Cheltenham.
• Ensure health & safety and compliance procedures are maintained. Any other ad-hoc duties as required.

Knowledge and Experience

• Demonstrable relevant experience at Executive level ideally within the financial services or insurance sector.
• Excellent communication skills both written and oral.
• Confident to engage with senior management, internal and external stakeholders.
• High level of professionalism, discretion, judgement, attention to detail and ownership for the delivery of high-quality work.
• Ability to work as part of a team.
• Confident in the ability to use own judgement and make decisions to prioritise, challenge, negotiate and influence.
• Strong organisational skills with the ability to prioritise a busy and often conflicting workload.
• A flexible and professional approach and the ability to remain calm under pressure.
• Excellent Microsoft Office skills to include Word, Excel and PowerPoint. Knowledge and experience of Visio and MS Project would be beneficial but is not essential.
• Strong judgement and discretion when handling confidential information.
• Knowledge and experience of Board Intelligence or similar tool for publishing Board and Committee papers would be beneficial.
• Advanced written communication and minute-taking ability is desirable.

Flood Re is a world first – a collaboration between government and the insurance industry that makes flood cover in household insurance policies more affordable. You'll be joining a team of talented individuals from a variety of backgrounds, working to deliver an increasingly important social purpose.

Requirements for anonymised CV

Creating an inclusive environment where all types of diversity are celebrated is of huge importance to Flood Re. Our Recruitment process aims to ensure that we attract and appoint applicants with the right skills, knowledge, behaviours, and experience to meet the needs of our business. To support this, as far as possible, our line managers review and select candidates for first-stage interview from anonymised CVs that do not contain gender, ethnic origin, or nationality identifiers. Please upload your CV removing your name and identifiers as set out above to enable us to share this with the recruiting manager.

Upload Anonymised CV (Required). Accepted file types: pdf, doc, docx, txt, rtf. Max. file size: 100 MB.