Personal Assistant to the Head of Claims & COO
Location: London
Reporting to: Head of Claims & Chief Operating Officer
Full-time | Office Based
About the company
They are a specialist insurer providing insurance solutions across the full range of marine classes. Their expertise enables them to understand the complex risks faced by their clients while continually developing innovative approaches to risk selection, operational excellence and claims management. As our business continues to grow, we are seeking a highly organised and proactive Personal Assistant to provide dedicated support to our Head of Claims and Chief Operating Officer.
The Opportunity
This is an exciting opportunity for an experienced Personal Assistant who enjoys working in a fast-paced professional environment. The successful candidate will play a key role in ensuring the smooth day-to-day operation of both executives' offices through effective diary management, meeting coordination, project support and administration.
The role requires exceptional organisational skills, attention to detail, discretion and the ability to manage multiple priorities while building strong relationships across the business.
Key Responsibilities
Executive Support
- Provide comprehensive PA support to the Head of Claims and Chief Operating Officer.
- Manage complex and frequently changing diaries, ensuring efficient scheduling and prioritisation of meetings.
- Coordinate internal and external meetings, including arranging venues, meeting rooms, video conferencing facilities and catering requirements.
- Prepare meeting agendas, papers and supporting documentation as required.
- Act as a key point of contact for meeting requests and general enquiries.
- Monitor inboxes where required and assist with correspondence and follow-up actions.
Meeting & Logistics Management
- Coordinate and manage executive meetings, leadership meetings and departmental reviews.
- Organise visitor itineraries and meeting schedules.
- Arrange occasional business travel, accommodation and related logistics.
- Ensure all meeting arrangements are communicated effectively and executed seamlessly.
Project & Administrative Support
- Assist with business projects by coordinating actions, tracking deadlines and maintaining project documentation.
- Prepare reports, presentations and briefing materials using Microsoft Office applications.
- Support with expense submissions and other administrative processes.
- Maintain accurate records, files and confidential documentation.
- Assist with the preparation of management reports and operational updates.
Stakeholder Management
- Build strong working relationships across the business and with external stakeholders.
- Liaise confidently with senior executives, clients and business partners.
- Demonstrate professionalism, discretion and confidentiality at all times.
Skills & Experience
Essential
- Previous experience as a Personal Assistant, Executive Assistant or senior administrative professional.
- Strong diary management and meeting coordination experience.
- Exceptional organisational and time management skills.
- Excellent written and verbal communication skills.
- Advanced Microsoft Office skills, including Outlook, Word, PowerPoint and Excel.
- Ability to manage multiple tasks and priorities within tight deadlines.
- High level of professionalism, discretion and confidentiality.
- Strong attention to detail and proactive approach to problem-solving.
Desirable
- Experience supporting senior leaders within insurance, financial services or a professional services environment.
- Experience providing project coordination or project administration support.
- Experience working within a growing or entrepreneurial business.
Personal Attributes
- Highly organised and self-motivated.
- Professional, approachable and confident.
- Flexible and adaptable to changing priorities.
- Strong relationship-building skills.
- Able to work independently whilst being a collaborative team player.
- Calm under pressure with a solutions-focused mindset.
What We Offer
This is an excellent opportunity to work closely with senior leadership in a growing specialist insurance business. You will gain exposure to strategic projects, operational initiatives and senior stakeholder engagement while playing a key role in supporting the continued success of the organisation.
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