Executive Assistant

W. R. Berkley Corporation; Greater London; On-site; GBP 35,000 - 50,000; Full time

Job summary

A major insurance company in Greater London is seeking an experienced Executive Assistant to provide comprehensive support to the executive team. Responsibilities include diary and travel management, event organization, and facilitating smooth office operations. The ideal candidate has proven experience in the insurance industry, strong organizational skills, and excellent communication abilities.

Qualifications

• Experience in the Insurance industry preferred.
• Ability to produce workable solutions under tight deadlines.

Responsibilities

• Provide comprehensive EA support to Executives.
• Ensure proper preparation for meetings and events.
• Manage diary and travel arrangements for Executives.
• Coordinate monthly new joiners inductions.

Skills

Proven EA experience

Excellent written and verbal communication

Organizational skills

Excellent Microsoft Office skills

Ability to build and manage relationships

Attention to detail

Experience in arranging complex travel plans

Minute/note taking

Education

Educated to ‘A’ level or equivalent

Job description

Responsibilities

• Provision of comprehensive team EA support to nominated Executives and others as
• Ensure the Executives supported are adequately prepared for upcoming meetings, trips and events with the appropriate information and
• Act as ambassador for the Executives, particularly in times of their absence from the business whilst ensuring that they are fully appraised of any important
• Provide diary management support to the Executives including: arranging meetings, managing acceptances / declinatures, act as ‘gatekeeper’ to meeting requests, ensuring adequate time allocation / travel time for
• Screen and respond to Executives’ e-mails and telephone calls. Provide e-mail management support including management of meeting requests, organisation and
• Arrange internal/external meetings and book venues including: action management, distribution of papers/reports in advance, set up of video/teleconferencing/flipcharts, booking of refreshments/lunch.
• Make travel arrangements, including booking flights, accommodation, producing itineraries, and arranging foreign currency and passport/visas where
• Collate information and support production of slides / reports for Committees and Working Group meetings and
• Complete monthly expense
• Adherence to agreed governance processes and procedures.
• Event organisation, including organisation of quarterly results presentation and preparation of slides, Executive team away days and annual company away
• Adherence to agreed corporate governance processes and procedures.
• Remain compliant with internal standards and policies when dealing with sensitive information by maintaining confidentiality at all

• Joiner and leavers process: Support and manage the joiners and leavers process and associated KPIs, which should be reported to the Operations Committee.
• New joiners induction: Organise and coordinate monthly new joiners inductions.
• Desk moves, Lloyd’s Box and office refurbishment: Support desk moves, Lloyd’s box management and office refurbishments, including the ordering of new equipment as required. Maintain/update the floor plan.
• Office Maintenance: Liaise with Facilities team as required to ensure office is well maintained, including keeping a log of issues raised.
• Office supplies: Coordinate and manage ordering of office suppliers on behalf of WRBSML.
• Travel Policy. Maintain and update the Travel Policy as required for approval.
• Business Continuity Crisis Controller. Fulfil responsibilities as outlined in the BCP Plan
• Health and Safety / Fire Marshal – support as required.
• Coordination with Other Departments: Working closely with HR, IT, and other departments and third-party service providers to ensure seamless operations
• Work with other members of the EA team to ensure that cover is in place for annual leave absence
• Attend, and effectively support and contribute to monthly EA team meetings to help Executive Management deliver on agreed ambition, and strategic objectives and priorities.
• Other ad hoc office management responsibilities as required
• Scheduling and booking of Committees and Working Group meetings with appropriate facilities.
• Ensuring all Committees and Working Group members are scheduled to attend as
• To attend meetings and take minutes and actions, issuing them promptly after the
• Manage the key documents for the Committees and Working Group meetings, ensuring they are reviewed on time and updated on SharePoint or other relevant system/application.
• Provide coverage for EAs who are out of the office, to ensure that the Executive team have seamless secretarial

Qualifications

• Educated to ‘A’ level or
• Proven EA
• Understanding and experience of working within the Insurance industry and the London Insurance Market.
• Excellent written and verbal communication
• Ability to build and manage relationships at all levels up to and including Executive Director level both internally and
• Ability to produce workable solutions that meets the immediate demands of the situation(s).
• Proactive, excellent organisational skills, high attention to detail and the ability to work to tight deadlines.
• Excellent Microsoft Office skills, in particular - Outlook, Word, Excel, Teams and
• Excellent understanding of organisational
• Experience of arranging complex travel plans and
• Experience of minute/note taking in meetings.
• The ability to manage time, meet deadlines and
• Experience of insurance industry preferred, but not