Executive Assistant

International Insurance organisation

Hybrid Working - Home & City of London

Salary - Highly competitive + excellent benefits package

Permanent contract



Overview



As the Executive Assistant, you will support the Chief Operating Officer (COO) and Chief Innovation Officer (CIO) by providing a senior administrative level of support and ensuring important tasks and deadlines are met as well as running smaller projects independently. You will also work alongside the Corporate Administrative Team, where you will be responsible for communicating regularly with wider stakeholder groups.



Summary of duties



* Provide high level administrative support typically working independently within clearly defined guidelines. This position handles sensitive and confidential information; attention to detail, proactive thinking and discretion are paramount
* Creates, modifies and develops administrative procedures to ensure the on-going efficient processes are in in place to enable the COO and CIO to work as effectively as possible
* Inbox management: prioritise emails, schedule meetings, manage correspondence (respond to emails on behalf of COO and CIO).
* Coordinate logistics, detailed arrangements, and itineraries for travel
* Coordinate logistics and detailed arrangements for virtual and in person meetings, conferences and events etc
* Expense management (monthly)
* Screen phone calls, enquiries, and requests, and handle them personally when appropriate
* Develop research of products and services, prepare reports and agendas. Determine the best methods of research and presentation of findings dependent on stakeholder groups
* Organise divisional materials, PowerPoint presentations, schematics diagrams, reports, and budgets for meetings, workshops, and training sessions. This also includes formatting, proof reading and distributing materials on tight deadlines
* Meeting minute taking, allocating and managing actions following meetings
* Assist in the resourcing process (annual leave approvals, supporting HR in recruitment of new IT team members, risk assessment framework etc)

Skill set required



* Extensive administrative experience required, supporting leadership at a global Technology or Financial Services organisation
* Intermediate level - Outlook, Excel and PowerPoint in particular and a solid understanding and experience of using the wider Microsoft Office Suite
* Prior experience using and administering collaboration technology - Microsoft Teams and SharePoint
* Independent project experience required
* Travel logistics management experience required
* Ability to show initiative and be proactive
* Exceptional organisational, and diary management skills
* Excellent communication skills both written and verbal
* Ability to prioritise and work effectively under pressure - analytical skills with ability to think critically to anticipate and resolve scenarios.
* Experience working with international organisations and remote teams - preferred

REF -- 9011

MW Appointments is acting as an Employment Agency in relation to this vacancy.