Personal Assistant to Chief Claims Officer & Chief Operating Officer

HDI; London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading insurance provider is seeking an administrative support professional for a 14-month fixed-term contract in London. The role involves managing diaries for senior leadership, arranging meetings, and providing travel coordination, all while maintaining confidentiality. Ideal candidates will have experience in similar roles, possess strong communication skills, and be proficient in Microsoft Office.

Qualifications

• Previous experience in a similar role is preferable.
• Comfortable handling expense systems and document management software.
• Able to shift priorities quickly and adapt to changing demands.

Responsibilities

• Manage diaries for the Chief Operations Officer and Chief Claims Officer.
• Coordinate meetings and prepare documents and presentations.
• Arrange complex travel itineraries across time zones.

Skills

Diary Management

Communication

Microsoft Office

Travel Management

Proactivity

Confidentiality

Job description

About us

HDI is a Corporate & Specialty Insurer part of the Talanx Group. With over 120 years of experience, HDI operates across five continents, around 40 countries and employs over 5,000 people worldwide

The role

To provide administrative to the leadership teams across Claims and Operations, supporting the UK

Chief Claims Officer and Chief Operating Officer

• This position is a 14 month fixed term contract and we are ideally seeking someone that can start in June.

Key accountabilities

• Proactive organisation and diary management for the Chief Operations Officer and Chief Claims Officer including arranging internal and external meetings, including coordinating schedules, meetings and appointments, preparation of agendas, documents, and materials.
• To provide practical and confidential secretarial administration support as directed by the Chief Operations Officer and Chief Claims Officer and proactively identify where additional support can be given.
• Take meeting minutes and actions and distribute to relevant stakeholders in a timely manner.
• Organisation of offsite meetings and Town Halls, providing knowledge and expertise in managing venues and costs. Drafting agendas, preparation, and collation of presentations.
• Create PowerPoint presentations slides for various meetings, ensuring they are to an advanced standard and consistent with the brand guidelines.
• Arranging all travel requirements across time zones, including flights, hotel bookings etc. and provide extensive travel itineraries.
• Understand the need for confidentiality.
• To provide administrative support for the wider Executive team where required to allow the team to prioritise effectively and focus on strategic, high-priority and value-adding tasks and projects.
• Proactive involvement in projects on ad hoc basis as required.
• Provide cover for the Executive Team’s Personal Assistant’s where required.
• Expense management/reconciliation.

Skills & experience

• Previous experience in a similar role is preferable
• Ability to handle a varied workload and competing priorities
• Strong diary management and scheduling
• Excellent written and verbal communication
• Professional and diplomatic when liaising with internal and external contacts
• Ensuring all documents, correspondence, and arrangements are accurate and high quality
• Handling sensitive information appropriately and maintaining trust
• Being proactive in identifying and resolving issues before they escalate
• Skilled in Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Experience with calendar management tools and online meeting platforms
• Comfortable handling expense systems and document management software
• Experience in arranging complex travel itineraries, including flights, accommodation, and transfers
• Able to shift priorities quickly and adapt to changing demands
• Personal drive and resilience in established and new/changing situations
• A team player with strong interest in the performance of the business as a whole
• Bright, energetic and positive with a ‘can do’ attitude and a focus on getting things done

Other

As an equal opportunities employer, we are committed to creating an inclusive environment for all employees, recognising that a diverse and inclusive workplace is a creative and prosperous one. If you require support with your application, please contact UK&[e-mail]

Apply by 04/06/2025

Reference:HDI00487