Executive Assistant

Job Title: Executive Assistant (Additional)

Entity: Rokstone

Reports to: Rokstone C Suite

Location: London/Office based

Who We Are

Rokstone, part of the Aventum Group, is an established international underwriting MGA and approved Lloyd's of London coverholder, where we also hold a Lloyd's Box. With innovation at our core, we go beyond the ordinary to offer brokers specialised (re)insurance solutions. Within Rokstone, we house specialist MGAs such as Novus, iSure and iFarm, each contributing to our commitment to redefining industry standards.

Our people are at the heart of Aventum. Working together in dynamic, service-focused teams, we prioritise our customers in everything we do. Collaboration fuels our success, courage drives innovation, and continuous improvement keeps us ahead in a rapidly evolving industry. Our shared commitment is to revolutionise insurance for the better, one day at a time.

We also believe that investing in our people is investing in our future. By empowering people across the Group to develop their careers, advance within the Group, and embrace new challenges, we build an environment where growth and learning never stop.

Our competitive benefits package, offered via a flexible benefits platform, reflects this. Beyond core benefits, employees can tailor their benefits to meet their needs and support their unique goals and ambitions.

Role Summary

We seek an additional EA to support several C-suite executives across Rokstone and Aventum.

You will manage various tasks to support the executive team. Your role is critical and integral in ensuring the C-suite can focus on high-value activities by creating space in their calendar, managing communications, and facilitating smooth day-to-day operations. You will be the first point of contact for stakeholders, manage critical projects, and coordinate executive affairs with discretion and efficiency.

Role Accountabilities

Executive Support:

• Act as the trusted partner, managing their calendar, travel arrangements, and daily schedule to optimise their time. This role is about managing tasks and being a trusted confidant, someone the C-suite can rely on to handle their affairs with the utmost professionalism and discretion.
• Take clear actions and maintain meeting agendas, ensuring alignment and proactive follow-up on critical items.
• Organise and prioritise the tasks, from professional to-do lists to personal 'life admin' tasks, such as managing personal appointments and coordinating family commitments, with minimal direction.

Communication & Coordination:

• Liaison between the executives and internal/external stakeholders, managing communications with professionalism and confidentiality.
• Build strong relationships with stakeholders and key clients, ensuring all interactions reflect the company's values.
• Filter requests based on importance, ensuring time is focused on high-priority matters.

Project Management:

• Oversee and manage special projects on behalf of the c suite, ensuring they are delivered on time and within scope.
• Prepare and organise reports, briefing packs, and presentations as needed.
• Attend meetings, taking comprehensive notes and ensuring action items are completed.

Administrative Management:

• Arrange and coordinate executive meetings and board presentations, ensuring all materials are prepared and reviewed.
• Prepare ad hoc reports and analyse data as required.
• Manage travel and logistics for executives, including hotel bookings, office arrangements, and other related tasks.

Operational Support:

• Understand and use all relevant company systems and databases, creating ad hoc reports as needed. It's not just about using systems but about learning and growing within the company, gaining a deep understanding of its operations and contributing to its success.
• Protect personal and professional boundaries by efficiently managing their calendar and prioritising their well-being and productivity.
• Develop a deep understanding of the business and leverage this knowledge to improve efficiencies and identify areas where delegation is appropriate.

Leadership & Decision-Making:

• Confidently make lower-level decisions on their behalf, using sound judgment and understanding of the executive's preferences and priorities.
• Support in planning their workload, anticipating their needs, and providing strategic counsel when appropriate.
• Show initiative by proposing solutions to challenges and streamlining processes for optimal performance.

Role Requirements

• Proven experience as an executive assistant or in a similar role supporting senior executives.
• Comfortable with technology and proficient in using office software (e.g., Microsoft Office Suite, CRM systems).

Skills and Abilities

• Exceptional organisational skills, with an ability to prioritise and manage multiple tasks simultaneously.
• Strong written and verbal communication skills, with an eye for detail and accuracy.
• High level of discretion and confidentiality when handling sensitive information, including but not limited to financial data, strategic plans, and personal matters.
• Ability to build professional and respectful relationships with stakeholders and clients, always courteous and service-oriented.
• Proactive, energetic, and willing to take ownership of tasks without requiring constant direction.
• Demonstrates energy, initiative and proactivity in supporting executive leadership.
• Shows resilience and a proactive attitude, thriving in a fast-paced and dynamic work environment.
• Has a genuine interest in the company's goals and is willing to go above and beyond to support and achieve them.

We are an equal-opportunity employer, and we are proud to share that 93% of our employees say they can be themselves at work. We aim to hire our industry's finest people because the best people drive the best outcomes. We will forever challenge the status quo because we know there are always ways to improve things. Because together, we're limitless.

We value applicants from all backgrounds and foster a culture of inclusivity. We understand the need for flexibility, so we work with a hybrid model. Please let us know if you require any reasonable adjustments during recruitment.