Senior Assistant

Chubb; City of Westminster; On-site; GBP 30,000 - 40,000; Full time

Job summary

A global property & casualty insurer is seeking a Senior Assistant based in Westminster, England. The role involves providing comprehensive administrative support to executive managers, handling diary management, organising meetings, and coordinating travel. Candidates should possess strong organisational skills, effective communication abilities, and the capacity to build relationships across levels. This position offers opportunities within a leading insurer known for exceptional employee benefits and a diverse working environment.

Qualifications

• Experience in a similar Personal / Senior Assistant role.
• Ability to develop relationships internally and externally.
• Clear communication across all levels.

Responsibilities

• Manage complex diaries across multiple time zones.
• Organise meetings and conference calls.
• Prepare itineraries and coordinate travel logistics.
• Draft presentations for business meetings.
• Maintain records of expenses and assist with budget planning.

Skills

Administrative skills

Organisational skills

Relationship building

Communication skills

MS Office proficiency

Job description

Overview

As Senior Assistant you will provide comprehensive administrative support, to 2 or more executive level managers and wider teams. Within the role you will be anticipating and considering requirements, whilst ensuring managers are kept up to date and are made aware of any issues. You would react appropriately to each situation and demonstrate flexibility and adaptability through your work and approach. In this role, you are required to have very strong administrative and organisational skills, along with the ability to build and maintain great working relationships with colleagues at all levels across the business. You will be able to plan and prioritise in both the short and longer-term to ensure the internal and external commitments of your managers are met.

Responsibilities

• Diary management - occasionally across differing time zones
• High level of juggling involved to ensure managers ability to prioritise key business issues.
• Regularly set up meetings, conference calls and/or video calls with a mix of both internal & external partners.
• Review diary on a regular basis to establish whether meeting rooms are required. Monitor and book meeting rooms using the on-line system and anticipate / respond to requests for catering.
• Ensure managers are prepared and have required documentation for meetings and occasional taking, typing, and distribution minutes for key meetings.
• Proactively manage in-box
• Prepare itinerary for business trips and co-ordinate key travel requirements, i.e. VISAs.
• Responsible for anticipating and booking hotel, taxi and/or restaurants; responsible for creating and maintaining AMEX profiles for managers.
• Organise business cards for the team and maintain department organisational charts
• Ensure that team calendar is kept up to date and all team holidays and business travel are added.
• Collate, check, reconcile and forward expenses for senior managers; check and monitor expenses for direct reports.
• Maintain record of expenses for area to assist with budget and planning and carry out invoice / purchase order management
• Presentations - Draft and collate presentations in preparation for key business meetings
• Order and maintains stationery for managers and manage all incoming post for the managers.
• Organise team events and conferences
• Responsible for meeting and greeting all external visitors. Proactively manage visitor needs whilst on Chubb premises and provide support at corporate events.
• Provide support as and when required during periods of absence or when peer workload pressures dictate.
  Do you have experience supporting at a senior level? Are you dedicated, willing & highly organised? If so, we would love to hear from you.

Qualifications

• Experience in a similar Personal / Senior Assistant role
• Great teammate & relationship building skills: developing networks internally and externally
• Experience in operating and influencing at a senior level as well as being able to communicate and persuade clearly across all levels
• Good written and verbal communication skills
• IT proficient in MS Office suite

Are you interested in working for the world's largest property & casualty insurer in the world with excellent employee benefits and offices in 54 countries?