Executive Assistant - Specialty Products

Lockton; Camden Town; On-site; GBP 40,000 - 60,000; Full time

Job summary

A leading insurance firm in Camden Town is seeking an experienced Executive Assistant to provide comprehensive executive support to the Head of Specialty Products. The ideal candidate will have significant experience working at a high level, be proactive in diary management, and possess strong organizational and communication skills. This role involves managing travel logistics and ensuring the Partner meets all business commitments efficiently.

Qualifications

• Proven experience working as an Executive Assistant, preferably for C-suite.
• Ability to work under pressure and meet tight deadlines.
• Strong organization and communication skills.

Responsibilities

• Manage the diary of the Head of Specialty Products proactively.
• Coordinate extensive travel plans and logistics.
• Handle email management on behalf of the Partner.

Skills

Proactive diary management

Email management

Relationship building

Strong organization skills

Communication skills

Job description

Overview

The primary focus of the role is to provide executive support to the Head of Specialty Products (Partner) on a wide range of business initiatives, reporting requirements and projects, in addition to organisational and administrative support for the Partner and their direct reports including meeting arrangements, client events, travel and expenses. The role will also involve 'light touch' PA support to one other Partner in the Specialty Products division.

Responsibilities

• Proactive diary management - ability to know which meetings are priority, how much time to allocate for the meeting, who should attend and what preparation/papers are required
• Be the interface and gateway for the Head of Specialty Products, enabling access where/when appropriate and delegating where necessary/deciding the most suitable course of action
• Ensure the Head of Specialty Products meets deadlines and remains focused by allocating sufficient time for working/planning and factoring in commitments outside of working hours
• Collate and distribute necessary papers and reports as required for ExCo and team meetings
• Proactive email management on behalf of the Head of Specialty Products, filtering, prioritising, delegating, actioning and responding on behalf of the Head of Specialty Products accordingly, minimising the number of emails they need to see or action but ensuring they are fully aware of all relevant matters
• Disseminate items around the business for action and follow up as required
• Relationship building with all key stakeholders both internal and external and at all levels
• Act as an ambassador for the Head of Specialty Products, managing their personal brand and acting as their interface and main point of contact to ensure the right messages are transmitted to stakeholders
• Project, event and hospitality management including client events
• Some light touch expenses and invoice management
• Travel coordination - ability to create extensive overseas and multi-destination/time zone travel plans with meeting schedules, flights, hotels, airport transfers, meals, logistics, etc

Qualifications

• Proven experience of working as an Executive Assistant, preferably at C-suite level
• An emotionally intelligent, solutions focused person with a positive 'can do' attitude and an ability to take on new tasks/projects without previous experience
• Demonstrable experience of preparing reports and meeting materials
• Experience of working in a project type environment, managing a varied delivery focused workload
• An ability to work under pressure, with tight deadlines and changing / conflicting priorities
• A self starter, capable of working autonomously as well as part of a team and remotely when necessary
• Strong organisation and communication skills
• An ability to liaise appropriately with Executives, Board-members, support functions, clients etc
• An ability to know who to utilise for actions in order to obtain required outcomes
• An understanding of the business and an ability to see the bigger picture
• An ability to maintain momentum and keep the business moving in the absence of the Partners