Executive Assistant

Responsibilities

• Provision of comprehensive team EA support to nominated Executives and others as
• Ensure the Executives supported are adequately prepared for upcoming meetings, trips and events with the appropriate information and
• Act as ambassador for the Executives, particularly in times of their absence from the business whilst ensuring that they are fully appraised of any important
• Provide diary management support to the Executives including: arranging meetings, managing acceptances / declinatures, act as ‘gatekeeper’ to meeting requests, ensuring adequate time allocation / travel time for
• Screen and respond to Executives’ e-mails and telephone calls. Provide e-mail management support including management of meeting requests, organisation and
• Arrange internal/external meetings and book venues including: action management, distribution of papers/reports in advance, set up of video/teleconferencing/flipcharts, booking of refreshments/lunch.
• Make travel arrangements, including booking flights, accommodation, producing itineraries, and arranging foreign currency and passport/visas where
• Collate information and support production of slides / reports for Committees and Working Group meetings and
• Complete monthly expense
• Adherence to agreed governance processes and procedures.
• Event organisation, including organisation of quarterly results presentation and preparation of slides, Executive team away days and annual company away
• Adherence to agreed corporate governance processes and procedures.
• Remain compliant with internal standards and policies when dealing with sensitive information by maintaining confidentiality at all

• Joiner and leavers process: Support and manage the joiners and leavers process and associated KPIs, which should be reported to the Operations Committee.
• New joiners induction: Organise and coordinate monthly new joiners inductions.
• Desk moves, Lloyd’s Box and office refurbishment: Support desk moves, Lloyd’s box management and office refurbishments, including the ordering of new equipment as required. Maintain/update the floor plan.
• Office Maintenance: Liaise with Facilities team as required to ensure office is well maintained, including keeping a log of issues raised.
• Office supplies: Coordinate and manage ordering of office suppliers on behalf of WRBSML.
• Travel Policy. Maintain and update the Travel Policy as required for approval.
• Business Continuity Crisis Controller. Fulfil responsibilities as outlined in the BCP Plan
• Health and Safety / Fire Marshal – support as required.
• Coordination with Other Departments: Working closely with HR, IT, and other departments and third-party service providers to ensure seamless operations
• Work with other members of the EA team to ensure that cover is in place for annual leave absence
• Attend, and effectively support and contribute to monthly EA team meetings to help Executive Management deliver on agreed ambition, and strategic objectives and priorities.
• Other ad hoc office management responsibilities as required
• Scheduling and booking of Committees and Working Group meetings with appropriate facilities.
• Ensuring all Committees and Working Group members are scheduled to attend as
• To attend meetings and take minutes and actions, issuing them promptly after the
• Manage the key documents for the Committees and Working Group meetings, ensuring they are reviewed on time and updated on SharePoint or other relevant system/application.
• Provide coverage for EAs who are out of the office, to ensure that the Executive team have seamless secretarial

Qualifications

• Educated to ‘A’ level or
• Proven EA
• Understanding and experience of working within the Insurance industry and the London Insurance Market.
• Excellent written and verbal communication
• Ability to build and manage relationships at all levels up to and including Executive Director level both internally and
• Ability to produce workable solutions that meets the immediate demands of the situation(s).
• Proactive, excellent organisational skills, high attention to detail and the ability to work to tight deadlines.
• Excellent Microsoft Office skills, in particular – Outlook, Word, Excel, Teams and
• Excellent understanding of organisational
• Experience of arranging complex travel plans and
• Experience of minute/note taking in meetings.
• The ability to manage time, meet deadlines and
• Experience of insurance industry preferred, but not