Personal Assistant

Jobtailor; Greater London; On-site; GBP 30,000 - 45,000; Full time

Benefits offered by this job

Competitive remuneration and benefits package

Recognition of extraordinary effort

Job summary

Ki in Greater London is seeking a Personal Assistant to support its Executive Management Team. The role involves proactive diary management, meeting coordination, and handling travel logistics to ensure seamless operations.

The ideal candidate should have strong communication skills, experience in creating professional documents, and the ability to multitask. Ki offers a competitive remuneration package and values team contributions.

Qualifications

• Proficient in diary management and meeting coordination.
• Experience managing schedules and meeting arrangements.
• Proven ability to create professional documents and presentations.
• Exposure to coordinating travel logistics and handling expense submissions.

Responsibilities

• Proactively manage EMT diaries and schedule meetings.
• Oversee and manage business diary.
• Screen emails and calls, handling sensitive issues with discretion.
• Organise travel and develop detailed itineraries for EMT.

Skills

Diary management

Meeting coordination

Strong communication skills

Microsoft Office proficiency

Multi-tasking

Tools

Slack

Notion

Job description

Look at the latest headlines and you will see something Ki insures. Think space shuttles, world tours, wind farms, and even footballers' legs.

Ki's mission is simple. Digitally disrupt and revolutionise a 335-year-old market. Working with Google and UCL, Ki has created a platform that uses algorithms, machine learning and large language models to give insurance brokers quotes in seconds, rather than days.

Ki is proudly the biggest global algorithmic insurance carrier. It is the fastest growing syndicate in the Lloyd's of London market, and the first ever to make $100m in profit in 3 years.

Ki's teams have varied backgrounds and work together in an agile, cross-functional way to build the very best experience for its customers. Ki has big ambitions but needs more excellent minds to challenge the status-quo and help it reach new horizons.

Where you come in?

Our administrative team play a vital role in the success of our team at Ki. The Personal Assistant will support our Executive Management Team members, taking ownership of diary management, communications, and administrative tasks. They will ensure our EMT are well-prepared for meetings and commitments while building relationships across the organisation.

Beyond the day-to-day of the role, we'd love for you to support wider projects across the business to support our strategic objectives. You'll be a keystone in supporting our team management and ensuring that all dependent activities are completed to a high standard, in line with stakeholder expectations and company values.

What you will be doing:

• Proactively manage EMT diaries, scheduling meetings and resolving complex conflicts independently, wherever possible.
• Forward plan with the EMT to ensure travel and key commitments align with regular responsibilities.
• Oversee and manage business diary, and on occasion their private diary, reprioritising appointments as needed.
• Responsible for greeting and liaising with internal and external clients and service providers.
• Compile and distribute detailed reports, presentations, and management packs for senior meetings.
• Prepare and issue meeting notes, minutes and reports within required timescales.
• Screen emails, calls and visitors, handling sensitive issues with discretion and professionalism.
• Organise travel and develop detailed itineraries for EMT and key team members.
• Process invoices and manage monthly expenses for EMT.
• Arrange profiles and starting arrangements and onboarding for new starters in various departments.
• Arrange events, social and away days for the various teams and supporting on larger scale Company-wide events.
• Provide cross-team support, including minute-taking for committees when required, following up on actions as required.
• Perform any other duties as reasonably required to support the team and ensure the smooth running of the business.

Requirements

We're looking for a sharp operator, able to balance competing priorities and work strategically to support our Executive Management Team. Ideally you will be:

• Proficient in diary management and meeting coordination.
• Experience managing schedules and meeting arrangements.
• Proven ability to create professional documents and presentations.
• Exposure to coordinating travel logistics and handling expense submissions.
• Demonstratable experience in multi-tasking across projects.
• Have strong communication both written and verbal and interpersonal skills.
• Advance understanding of Microsoft Office package and Teams, and the ability to confidently use Slack and Notion would be beneficial.
• Ability to multitask and prioritise under pressure.
• Initiative to solve problems and anticipate needs.
• Strong collaborative skills with the ability to work effectively as part of a team, building positive relationships with key stakeholders.

Benefits

You'll get a highly competitive remuneration and benefits package. This is kept under constant review to make sure it stays relevant. We understand the power of saying thank you and take time to acknowledge and reward extraordinary effort by teams or individuals.

What to expect during the recruitment process:

• Initial recruiter screening call
• Interview with hiring manager
• Technical Interview (this may vary depending on the role)
• Values Interview