Business Support Assistant

About

Pine Walk Capital is a business platform helping insurance teams to grow. Pine Walk provides a wrap-around set of support functions and delivers best in class service across executive management, consultancy, finance, compliance, and IT. Pine Walk works with highly motivated niche insurance teams that deal in complicated and innovative transactions. Pine Walk is on a high growth trajectory which is giving rise to opportunities and new roles across the team.

Job Summary

This role is crucial within the business, providing comprehensive, high-quality secretarial and administrative support to the Management Team to leverage their time and allowing them to manage and fulfil organisational objectives. Requiring a proactive, organised, and efficient approach, the successful candidate will be capable of working across different business functions in a high-pressured, fast-paced environment, delivering a broad range of tasks to ensure the smooth running of Pine Walk Capital.

Location

Pine Walk is part of the wider Fidelis Partnership (TFP) Group – with offices across London, Belgium, Ireland, Bermuda, and Abu Dhabi. This role will predominantly be based in the Croydon office, with travel to the London office as required.

Key Responsibilities

Personal Assistance

• Provide full diary management for internal and external meetings, including coordinating schedules, meetings, and appointments, preparation of agendas, documents, and materials.
• Strategically allocate time for the Management Team to prioritise tasks and projects that align with organisational objectives.
• Leverage the Management Team’s time, including but not limited to:
• Handle routine administrative tasks to allow the Management Team to prioritise effectively and focus on strategic, high-priority and value-adding tasks and projects.
• Assist the Management Team to identify delegates within the team for tasks, following up on the delegate’s progress and providing necessary support.
• Anticipate potential conflicts, challenges or issues and develop proactive mitigation solutions.
• Cultivate and manage relationships with stakeholders, clients, and team members on the Management Team’s behalf.
• Be aware of team morale and concerns, seek resolutions when appropriate, and escalate concerns to the Management Team in a timely manner.
• Coordinate travel arrangements, including booking flights, accommodation, and transportation.
• Process monthly expenses.
• Act as one of the points of contact among executives, employees, clients, and other external partners.

Administrative and Team Support

• Take meeting minutes and actions and distribute to relevant stakeholders in a timely manner.
• Proactively manage, coordinate, and monitor the execution of tasks and projects, sending reminders to relevant individuals to ensure timely completion and adherence to quality standards. Provide regular status updates to the Management Team.
• Support the team in the prioritisation of tasks and projects, depending on business need and deadlines.
• Maintain an organised and easily accessible system for storing and retrieving documents, files, and important information.
• Provide support to and cover for the Administration team (both London and Croydon).
• Mailbox administration – work with the rest of the Pine Walk team to monitor mailboxes and workflows.
• Data Entry Support – working with the rest of the Pine Walk team assist in the entry of data into operational and administrative systems.
• Data Support – assist in the review of data held in administrative systems back to source documentation. Data projects for cleansing and updating of historical information.
• Operational Support – assist in developing procedures and practices that improve the group-wide operational efficiency. Be a point of contact for all MGA teams within the Group.
• Board Support – assist with the management oversight and production of board packs.
• External Service Provider Support – assist with coordination and administration relating to our core external service provider.

Report and Presentation Production

• Prepare and format information for internal and external communication. For example, prepare memos, letters, invoices, statements, and other documents.
• Assist with word processing, documentation, and database requirements.
• Management and production of corporate presentations (internal and external).
• Conduct research, gather data and prepare reports or presentations for Management Team review.
• Produce timelines for and support any active projects.
• Monitor team absences and prepare weekly summary for the Management Team.

Facilities Management Representative (FMR) (Health, Safety, Security and Environmental Management)

• Perform regular visual inspections of the office to maintain a safe working environment, highlighting any serious concerns to the relevant Facilities Manager.
• Authorise access for local contractors, suppliers and associated services and monitor their working practice in accordance with Facilities Contractor Management best practice guidelines.
• Ensure contractors are registered on the relevant company security system and maintain records for future H&S management reporting.
• Ensure all staff are trained in the relevant building H&S procedures and that all staff understand the role they play in relation to incidents and emergencies.
• Act as the Chief Fire Warden for Fidelis in the event of an evacuation in the building.
• Recruit Fire Wardens and First Aiders for the office and monitor training refresher requirements.
• Maintain the security of the premises by ensuring all relevant team members abide by the security processes in place for the building.

Front of House & Administration

• Be the first point of contact for all visitors – welcome them and get them refreshments whilst they wait.
• Ensure that the office, kitchen, and work areas are always kept in an orderly manner, so the environment is conducive to productivity.
• Procurement of office supplies.
• Create and maintain a set of Standard Operating Procedures (SOP) aligned to the Global Facilities standards for each key task relating to guest services. including, guest registration, incoming/outgoing mail/deliveries, booking meeting rooms, to provide clear instructions and ensure continuity of standards.
• Review and verify invoices for the office and share with the Facilities Team for their approval of spend.
• Support the data gathering for management reporting, including but not limited to energy usage data, occupancy data, visitor stats.

Essential Skills, Knowledge, and Experience

• Strong written and spoken communication skills to enable communication at all levels.
• Highly organised and efficient.
• Ability to handle a varied workload and competing priorities.
• Proficiency in the Microsoft Office Suite, particularly Word, Excel and PowerPoint.
• Willingness to work extended hours, as required.
• Previous administration experience, including diary management – beneficial but not essential.

Competencies and behaviours

• Strong attention to detail.
• Ability to support success and timely delivery in a complex, multi-disciplinary environment.
• Personal drive and resilience in established and new/changing situations.
• A team player with strong interest in the performance of the business as a whole.
• Bright, energetic and positive with a ‘can do’ attitude and a focus on getting things done