Executive Assistant

Lockton; Greater London; On-site; GBP 35,000 - 55,000; Full time

Job summary

Lockton LLP is seeking an organised administrator to ensure smooth running of meetings, travel, and diaries. You will support and problem-solve for the team, manage office services and document systems, and coordinate with brokers, clients and underwriters.

The role focuses on executive calendar management, event coordination and adherence to internal procedures, with opportunities to support charity initiatives and onboarding new starters.

Qualifications

• Excellent communication skills, both written and verbal, with clients and insurers.
• Strong time management and ability to meet deadlines without compromising quality.
• Outstanding organisational and project management abilities.
• Proficient in Microsoft Word, Excel, Outlook and PowerPoint or similar tools.
• Analytical and problem-solving skills, with ability to research and investigate.
• Supportive team player who collaborates effectively with colleagues.
• Willingness to continually learn and develop knowledge.
• High level of confidentiality in handling sensitive information.
• Understanding of Lockton LLP standards, procedures and regulatory environment.
• Ability to use Lockton LLP systems confidently and accurately.

Responsibilities

• Coordinate domestic and international travel arrangements, including visas, flights, accommodation, and transfers.
• Arrange off-site meetings, including venue, transport, IT equipment, and meals.
• Support coordination and management of client events.
• Liaise with brokers, clients, underwriters and assistants for visits, conferences, and meetings.
• Coordinate attendance and rooms for Executive Meetings and track follow-up actions.
• Work with operations and office services and understand systems and platforms used
• Assist with onboarding new starters by coordinating with managers.
• Maintain executive calendars/diaries and ensure availability.
• Provide ad-hoc personal administration support as needed.
• Serve as first point of contact for the team to solve problems.
• Ensure adherence to Lockton LLP procedures and guidelines.
• Support BU charity initiatives and general office management including document management (SharePoint) and stationery orders.

Skills

Communication

Time management

Organisation

Microsoft Office

Analytical thinking

Teamwork

Confidentiality

Discretion

Attention to detail

Proactivity

Tools

Word

Excel

Outlook

PowerPoint

SharePoint

Job description

Your Responsibilities

You will have accountability for the smooth running and organisation of meetings, travel, entertainment, expenses, and diaries. Wherever able, provide support and solutions to ensure efficient and effective outcomes.

Your Responsibilities

You will have accountability for the smooth running and organisation of meetings, travel, entertainment, expenses, and diaries. Wherever able, provide support and solutions to ensure efficient and effective outcomes.

Responsibilities

• Arrange both domestic and overseas travel (inc. visas, flights, car transfers, accommodation)
• Arrange off-site team meetings (inc. venue, accommodation, transport, IT equipment, lunches/dinners)
• Support the coordination and management of client events
• Liaise with brokers, clients, underwriters and their assistants in the arrangement of client visits, conferences, meetings, lunches and dinners
• Co-ordinate attendance and meeting rooms for Executive Meeting including follow up actions and minutes
• Integrate and understand operational and office services and have a general understanding of all operational systems and platforms
• Co-ordinate with individual managers for new starter on-boarding
• Awareness and accessibility of Executive members calendars/diaries.
• Assist team with complex administrative functions.
• First point of contact for all the team for problem solving
• Adherence to the Lockton LLP procedures and best practices.
• Ad-hoc personal administration duties
• Support the coordination and management of BU charity initiatives
• Office management - maintenance of office area, document management (SharePoint ), stationary orders and ad hoc moves

Qualifications

Skills and Knowledge

• Ability to communicate effectively and professionally both verbally and in writing with clients, insurers and other associates.
• Ability to manage time, prioritise and ensure that deadlines are met without compromising quality.
• Excellent organisational and project management skills
• Deep knowledge of Microsoft products (Word, Excel, Outlook, Power Point) or similar software applications.
• Analytical and problem-solving skills, including research and investigation.
• Work in support of other team colleagues.
• Willingness and ability to continue to develop knowledge on a continual basis
• High level of confidentiality
• A thorough understanding of and adherence to Lockton LLP standards, procedures and guidelines in conjunction with our regulated environment
• Knowledge of the available resource skills in Lockton LLP
• Ability to use appropriate Lockton LLP systems competently
• Excellent attention to detail, self-motivated & pro-active