Junior PA/ Team Assistant for top Underwriting Insurance Firm £30,000 (temp – perm) City based

Junior PA/ Team Assistant for top Underwriting Insurance Firm £30,000 (temp – perm)

Job Purpose Summary:   

Working alongside an EA and PA

Key Responsibilities and Accountabilities:               

Secretarial & Administrative Support

•              Provide secretarial support and assist with calendar management for members of the Executive Team – managing diaries, ensuring  that all internal and external meetings run to plan

•              Inbox management  - ensuring email meeting requests with Underwriting Managers and urgent priorities are addressed appropriately

•              Assist other Directors and Department Heads as required

•              Liaise with Directors/Senior Managers to organise meetings

•              Screen telephone calls/ enquiries and handling them appropriately and professionally

•              Co-ordinate room bookings, refreshments and scheduling changes

•              Minute/ note taking and assist with the preparation and distribution of board and committee packs  

•              Book travel both in the UK and internationally, and preparation of travel itineraries

•              Accurately complete and promptly submit expenses on behalf of the Underwriting Managers

•              Reordering of business cards for staff

•              Undertake general word processing and spreadsheet work

•              Other administrative assistance as required

Marketing and Communications

•              Maintain a record of branded stationery and re-order as necessary

•              Research and order promotional items as required

•              Assist the Marketing team with management of subscriptions for staff

•              Assist all departments with creating/editing PowerPoint presentations

•              Assist with booking and organising events

•              Maintain up-to-date files on individual underwriting and claims authorities approved by the Board

•              Maintain up-to-date files on quarterly independent reviews

•              Ensure all paper and online files (including emails & committee papers) are up-to-date and compliant with all record keeping requirement

Required Competencies:

•              Must have solid administrative skills

•              Excellent organisation skills with high attention to detail

•              Must be numerate

•              Able to take responsibility and use their own initiative

•              Advanced Microsoft Office, Word, Excel, Outlook and PowerPoint

•              Must possess discretion and demonstrate a clear understanding of the confidential nature of this role

•              Ability to work as an individual and in a team

•              Ability to meet deadlines

•              Proactive approach to problem solving and the ability to juggle multiple work streams

•              Ability to manage expectations of both internal and external parties

•              Excellent interpersonal and written communication skills