Senior Assistant

Chubb Insurance Hong Kong; Greater London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading global insurance firm is looking for a Senior Assistant to provide comprehensive administrative support to executive managers. You will manage diaries, organise meetings, and assist in travel coordination. Strong organisational skills and the ability to maintain effective relationships across the business are essential. This position requires flexibility and adaptability, with responsibilities including expense management and preparing documentation for key meetings.

Qualifications

• Experience supporting at senior management level.
• Excellent administrative and organisational skills.
• Ability to manage time and priorities effectively.

Responsibilities

• Provide comprehensive support for executive managers.
• Manage and coordinate diary, meetings, and travel arrangements.
• Handle expenses and financial documentation.

Skills

Strong administrative skills

Organisational skills

Ability to build relationships

Flexibility and adaptability

Diary management

Job description

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?

Do you have experience supporting at a senior level? Are you dedicated, willing & highly organised? If so, we would love to hear from you.

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.

Key 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.