The company hiring is a leading insurance broker with access to risk management services. You will be working alongside them with both businesses and individuals, making a real life difference through their combined skills, experience and partnership approach.
You will be supporting a very forward thinking employee. You will provide full secretarial, diary and administration support. The role may involve becoming aware of confidential or sensitive information and in such circumstances this information must be treated with the appropriate confidentiality.
Key responsibilities of this position include:
- Timely and accurate secretarial administration support at an Executive level.
- Using judgement to determine which issues require immediate attention and prioritising your actions accordingly.
- Effectively managing diaries - arranging meetings and insuring time is managed effectively.
- Ensuring any papers and information needed for meetings is prepared, collated and readily available.
- Handling and production of confidential reports and other documents of a confidential nature.
- Liasing with key business contacts and stakeholders.
- Arranging internal and external meetings, including the preparation of agendas.
- Screening and monitoring telephone calls and dealing with them accordingly.
- Arranging travel and hotel acommodation, and team members where applicable.
- Raising invoices through the purchasing system.
- Administration of correspondance, including open post and prioristising.
- Formatting Powerpoint presentations.
- Maintaining holiday and attendance records for the employee and for the team where applicable.
- Faciliating all that is needed for new starters in the team and other areas when appropriate.
- Organise/assist with staff and external events.
- Book meeting rooms and arrange catering.
- Work as a team member with other Executive Assistants to cover periods of absence from the office.
- To contribute on projects as needed.
- Any other reasonable duties required to faciliate the smooth running of the departments.
What you'll need to succeed:
Experience:
- Previous experience of working at an Executive Assistant level.
- Proficient in MS Word (Word, Excel, Powerpoint, Outlook).
Skills and competencies:
- Ability to pre-empt issues and use initiative to resolve them.
- Capable of working under pressure and managing multiple tasks.
- Takes a pragmatic approach and demonstrates tact and diplomacy.
- Understands the need for confidentiality/discretion as and when required.
- Ability to prioritise and be mindful of future engagements.
- Strong interpersonal and relationship building skills at all levels.
- Excellent attention to detail and quality focus.
- Proactive and comfortable taking responsibility and ownership for tasks.
- Approachable at all times.
- Calm and postive disposition.
- Flexible approach to working hours as required.
