Team Assistant

Chubb; London; On-site; GBP 30,000 - 50,000; Full time

Job summary

An established industry player seeks a proactive Team Assistant for an 18-month fixed-term contract. This role involves providing comprehensive administrative support to key managers and underwriters, managing diaries, organizing meetings, and coordinating travel arrangements. The ideal candidate will possess strong organizational and communication skills, with a background in financial services or insurance. Join a collaborative and supportive environment where your contributions will be valued, and enjoy a range of benefits including a pension scheme, annual leave, and private medical cover.

Benefits

Pension Scheme

Annual Bonus

Private Medical Cover

Employee Share Purchase Plan

Subsidized Gym Membership

Comprehensive Learning & Development

Employee Assistance Program

Qualifications

• Experience managing diverse and fast-paced workloads.
• Ability to liaise with stakeholders at all levels.

Responsibilities

• Provide administrative support to managers and underwriters.
• Organize travel arrangements and manage expenses.
• Coordinate meetings and prepare necessary documentation.

Skills

Organizational Skills

Communication Skills

Interpersonal Skills

Time Management

Negotiation Skills

Education

Experience in Financial Services

Experience in Insurance Industry

Tools

Salesforce

Microsoft Office Suite

Job description

Team Assistant - 18 Month Fixed Term Contract

The Opportunity

We are currently recruiting a Team Assistant on an 18-month fixed term contract to provide comprehensive and proactive administrative support to a designated line manager and a group of underwriters.

Key Responsibilities:

Diary Management

• Diary support provided to key managers and respond to meeting requests on their behalf
• Regularly sets up meetings for key managers
• Manager(s) maintain control over diary
• Will have diary access to all members of the team(s)
• May be required to organise occasional meeting(s) for other team members but generally has access to diary in order to respond to queries regarding whereabouts only
• Manages ‘bring forward’ system for key managers when required
• May be asked to support Chubb overseas visitors when in the UK

Meetings

• Regularly sets up meetings, conference calls and/or web-ex’s for managers
• Reviews diary on a regular basis to establish whether meeting rooms are required – booking / cancelling rooms as required
• Ensure managers’ are prepared and have required documentation for meetings
• Liaise with peer group for internally based meetings
• May be responsible for taking, typing and distributing minutes for key meetings

E-mails

• Manages managers’ e-mail during periods of absence or at a high level only
• May review contents of inbox and respond on managers’ behalf
• Response levels may alter depending on accessibility of manager
• Prints e-mails / attachments as requested

Travel

• Regularly organises and co-ordinates straight-forward travel, e.g. London to Paris, London to Glasgow (direct from A to B with limited time zone challenges) for all managers, including accommodation and transfers where appropriate
• Prepares itinerary for business trips (copy for spouse / partner if required)
• Co-ordinates key travel requirements, i.e. VISAs
• Responsible for creating and maintaining AMEX profiles for all team membersResponsible for considering the cost implications of travel bookings and ensuring appropriate approval has been given by authorising manager. All travel to be booked in

Expense Management

• Collates, checks and produces expenses for senior managers within area
• Maintains record of expenses for area to assist with budget and planning
• Invoice / purchase order management
• Enters invoices onto purchase order system
• Chases up outstanding / pending invoices
• May be required to keep record of purchasing for area to assist with budget and planning

Reports

• Depending on the area, this role may have some responsibility for report co-ordination, generation or data processing
• Monitors and collates information from regular reports, e.g. Prima, Cube, Pipeline, P&L, Salesforce etc
• Presentations
• Preparation of presentations and tender documents, where appropriate, likely to be using standardised templates
• Binds presentation material when required
• Collates and maintains appropriate levels of corporate brochures for the team

Qualifications

We are seeking a highly organised and proactive Team Assistant, who has experience working with stakeholders at all levels and the ability to juggle a diverse and fast paced workload.

• Previous experience within the Financial Services / Insurance industry desirable and, preferable knowledge and understanding of the UK&I retail market place.
• Must be flexible in approach and be able to manage / prioritise own workload.
• Due to the nature of the role it may be necessary, on occasions, to work outside of core hours
• Strong interpersonal, communication and negotiation skills.
• Excellent organizational and administration skills.
• A proactive and flexible approach to work.
• Ability to liaise at an executive level and to work under pressure.

What we offer in return!

Pension and annual bonus scheme, 25 days annual leave plus ability to purchase 5 additional days, Private Medical cover, Employee Share Purchase Plan, Life Assurance, Subsidised gym membership, Comprehensive Learning & development offerings, Employee Assistance program

Integrity. Client focus. Respect. Excellence. Teamwork.

Our core values dictate how we live and work. We’re an ethical and honest company that’s wholly committed to its clients. A business that’s engaged in mutual trust and respect for its employees and partners. A place where colleagues perform at the highest levels. And a working environment that’s collaborative and supportive.

Diversity & Inclusion. At Chubb we consider our people our chief competitive advantage and as such we treat colleagues, candidates, clients, and business partners with equality, fairness and respect, regardless of their age, disability, race, religion or belief, gender, sexual orientation, marital status or family circumstances.

We are committed to ensuring our recruitment process is inclusive and accessible to all. If you have a disability or long-term condition (for example dyslexia, anxiety, autism, a mobility condition or hearing loss) and need us to make any reasonable adjustments, changes or do anything differently during the recruitment process, please let us know in your application or in any future discussions with our recruiters.

https://www2.chubb.com/emea-careers/working-for-us/diversity-inclusion.aspx