PA / Secretary - City

A Leading insurance firm in the City is looking for a fantastic PA / Secretary to support a Director of IT and two Heads of Operations.  Must have at least 4 years’ experience working as a PA/Secretary ideally within insurance, IT or professional services firm. This will be a full on PA role working alongside the EA to the COO and other senior individuals so must have excellent communication skills.

Key PA/Secretarial duties:

• Responsible for the diary management of the Operations & IT Directors
• Ensuring correct time allocations are given, awareness of priority meetings and ensuring clashes are identified and rearranged in advance.
• Daily communication on diary bookings and movements to ensure the directors are aware of changes.

• Ensuring all necessary information required in preparation for meetings, including packs and minutes
• Take calls on behalf of the Operations & IT directors.
• Review emails and respond to, delegate or highlight for action.
• Take calls on behalf of the Operations & IT Directors
• Arrange travel and accommodation for the Operations and IT teams as necessary where agreed.
• Advise Operations & IT directors of upcoming deadlines and proactively manage the preparation of information for those deadlines.

• To undertake the efficient handling of expenses.
• Responsible for collation, compilation and distribution of reports and selected management or information packs in preparation for meetings.
• Responsible for taking minutes at meetings.
• Prepare presentations for both internal and external use to the standard required.
• Arrange team meetings and away days where necessary
• Arrange profiles and starting arrangements for new starters within Operations or IT.

Key experience/skills

• Relevant secretarial qualifications is desirable but not essential
• Advanced Microsoft Office skills including; PowerPoint, Word, Outlook, Visio and Excel.
• Knowledge of financial services , IT or insurance sector is desirable.
• Excellent written and oral communication skills; able to communicate with staff at all levels.
• Proactive and able to work on own initiative.
• Effective prioritisation, organisation and multitasking skills; able to manage own and others time.
• Minimum of 4 years solid Personal Assistant experience gained within relevant sector