Personal Assistant

Tokio Marine Kiln; City Of London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading underwriting firm in London is seeking a Personal Assistant for a 12-month fixed-term contract. The successful candidate will provide executive support to the Group Head of Distribution and Departmental Heads, managing extensive travel plans, diaries, and confidential information. Ideal candidates will have proven experience at the executive level, familiarity with Microsoft Office, and excellent communication skills. This role promises a dynamic work environment embedded in a culture of empowerment and inclusion.

Benefits

Inclusive work environment

Flexible working arrangements

Employee inclusion networks

Qualifications

• Sound knowledge of Microsoft Office products including Word, Excel, Outlook, and PowerPoint.
• Experience managing multiple diaries.
• Typing speed of +65wpm.
• Demonstrable personal assistant experience at executive level.

Responsibilities

• Organise extensive travel plans, including flights, hotel bookings, and itineraries.
• Coordinate the preparation of committee papers and ensure deadlines are met.
• Ensure accurate recording of holiday, sickness, and general absences.
• Arrange meetings, collate necessary paperwork, and update diaries.

Skills

Microsoft Office

Diary Management

Communication Skills

Organisational Skills

Confidentiality

Job description

Overview

We have the opportunity for a Personal Assistant to join our Executive PA Support department on a 12-month fixed-term contract at Tokio Marine Kiln. You will provide secretarial and administrative support services to the Group Head of Distribution and Departmental Heads of Underwriting, together with their associated teams.

Responsibilities

• Organise extensive travel plans, including flights, hotel bookings and itineraries.
• Coordinate the preparation of committee papers and ensure deadlines are met.
• Ensure accurate up-to-date recording of holiday, sickness and general absences.
• Arrange meetings, collate necessary paperwork and update diaries.
• Deal with both external and internal calls and enquiries.
• Process and record expenses.
• Provide cover for absence of other EAs/PAs within the group.
• Use initiative and take action as and when appropriate.
• Ability to pick up tasks and proactively find solutions.
• Manage schedules, organise meetings including arranging venues and catering as necessary.
• Ensure information is disseminated as required.

Qualifications

The successful candidate will have a sound knowledge of Microsoft Office products including Word, Excel, Outlook and PowerPoint. They will have experience in managing multiple diaries and will also have a typing speed of +65wpm. Demonstrable personal assistant experience at Exec level and above within the insurance or financial services sector is also desirable. Excellent written and verbal communication skills are essential, as are minute taking and organisational skills. Confidentiality and discretion are imperative to this role as you will be dealing with sensitive issues at executive and senior management level.

Our Commitment

The successful candidate will be welcomed into the TMK family to help us further our purpose of enabling our clients to fulfil their ambitions whilst benefiting society and our people. We are committed to ensuring a safe, open, inclusive and empowering environment in which all of our people can thrive. All employees have the opportunity to join one or a number of inclusion network groups or take part in CSR and charitable activities. TMK is signed up to the Disability Confident Employer Scheme and we also accommodate flexible working, subject to the TMK flexible working policy.

About Tokio Marine Kiln

As an underwriting firm with over 140 years’ experience of protecting clients from changing risks we put our confidence in the ability and talent of our people. We aim to be a ‘Good Company’ and this means being a great and inclusive company to do business with and being a great place to work. Our culture is founded on our core values of empowerment, inclusion, excellence, integrity, teamwork and innovation. We seek to recruit the best talent by endeavouring to reach diverse talent pools, offering dynamic working arrangements and investing in development.

Apply / Additional information

To make your experience as comfortable as possible, please let us know if you require any reasonable adjustments or additional assistance during your application process. At Tokio Marine Kiln we are here to support you; please reach out to [e-mail] in confidence, to discuss any specific assistance or requirements that you have. If you encounter difficulties submitting your application, please email [e-mail]. If you are interested in this vacancy and would like to apply or find out more, please follow the links to apply or share this vacancy with your network using a number of social media platforms.