Team Executive Assistant in London

We are seeking a proactive and organised Team Executive Assistant to provide high-quality administrative support to multiple team leads within a dynamic corporate environment. This position reports directly into the Office Manager and requires someone who is not only confident in executive-level support but also comfortable providing general office assistance to ensure the smooth running of day-to-day operations. This role is ideal for someone who thrives in a fast-paced setting and is looking to develop their career in executive support.

Working closely with the Office Manager and wider leadership team, you will coordinate diaries, meetings, travel, and documentation, while also supporting onboarding and office logistics. You will be a key point of contact for internal and external stakeholders and play a vital role in ensuring the smooth running of day-to-day operations. This is a hands-on role requiring strong organisational skills, attention to detail, and a collaborative mindset. It offers a unique opportunity to contribute to a growing business and gain exposure to international operations. Flexibility will be essential, as priorities may shift and you will often balance a variety of tasks across different teams and projects.

Key responsibilities:

• Provide administrative support to multiple team leads, including diary and meeting coordination
• Prepare documents, presentations, and reports using Microsoft Office tools
• Coordinate travel arrangements and process expenses
• Support onboarding of new joiners and liaise with IT and People teams
• Assist with desk planning and office logistics
• Manage internal communications and liaise with external stakeholders
• Support the Office Manager with day-to-day office operations
• Coordinate meeting rooms, catering, and visitor arrangements
• Assist with planning team events and offsites
• Maintain team records and shared documentation

You may also be expected to support Brokers on an interim basis, particularly during busy periods or organisational transitions.

About You:

We are looking for a confident and adaptable individual who communicates clearly, handles confidential matters with discretion, and enjoys supporting a busy team. You will bring:

• Previous experience in a team or executive assistant role within the Insurance sector
• Strong written and verbal communication skills
• Excellent organisational and time management abilities
• Proficiency in Microsoft Office and virtual meeting platforms
• A proactive and flexible approach to problem-solving
• Confidence engaging with stakeholders and managing competing priorities
• A collaborative mindset and positive attitude

Strong judgement will be essential. The ability to carefully weigh the pros and cons of a decision, avoid “analysis paralysis,” remain sharp-minded in evaluation, execute swiftly and efficiently, and manage confidential information and diverse opinions with discretion will be essential.

Exceptional communication skills and gravitas are essential. Team members across all corporate functions will collaborate with and advise a diverse array of individuals, including representatives of shareholders. It will be vital for them to be fully dedicated to simplifying complex subjects for specific audiences.

Emotional control and intelligence. The essential skills of emotional control and emotional intelligence are both required, which include knowing when to think but not speak, remaining calm under pressure, and stepping back to consider the bigger picture in all aspects including the views and motivations of others.

A strategic and creative mindset is critical and embrace and understand broader business strategy and decision-making – to see “the bigger picture”.

Prioritisation, delegation, and change-centricity and able to manage multiple ongoing complex projects and contact with the people involved in those, internal or external. This will require a laser focus on prioritisation, the ability to support delegation to the team and manage relationships with senior management and stakeholders.

An international mindset is crucial. Grasping cross-border complex issues will be essential, particularly in comprehending cultural norms and practices, business etiquette, and working styles.

Working pattern and location:

The Company, as a matter of its universal policy, does not operate full remote working and will not be doing so in the future. The role is Monday to Friday, working the core hours of 09:00 to 17:00 with flexibility required given that Willis Re will be operating, primarily out of the US and the UK and therefore matters will arise (from time to time but not expected to be onerous) towards the end of the day that may not be able to be held until the following working day. The Company does not pay overtime. The Company is operating a hybrid working model and given the nature of this role it is anticipated that it will require office attendance 4 days per week and from time to time (not expected to happen regularly) there may be requirements to work a full working week in the office.

About Willis Re:

We combine specialist broking with analytics, modeling and research to help insurers optimize risk transfer, strengthen balance sheets and achieve sustainable growth. Our approach is relationship-driven, transparent and outcome-focused. At the heart of Willis Re is a focus on delivering the most cutting-edge analytical solutions to enable more informed, better decision-making for risk selection, portfolio optimization, and capital management. The launch of Willis Re brings a strategic advantage of being unhindered by legacy, an ability to leverage data, statistical models and advanced technologies with the best knowledge and expertise to deliver more efficient and effective reinsurance outcomes. This places Willis Re in a unique position to build a truly analytically driven business, focused on creating solutions for the reinsurance industry that are future led and forward thinking. Willis Re will also leverage recognized technical expertise from WTW’s Insurance Consulting & Technology business including their advanced modeling and analytical capabilities. Alongside this will be WTW’s Research Network, an award-winning business supporting and influencing science to improve the understanding and quantification of risk.

Willis Re is committed to embracing a diverse, inclusive, and flexible work environment. We provide equal opportunity to all qualified individuals regardless of race, colour, religion, age, gender, gender expression, national origin, veteran status, disability, orientation, or any other legally protected categories.