Executive Assistant

Executive Assistant

This role will provide an exceptional level of personal support to the Global Chief Underwriting Officer, Specialty, taking responsibility and ownership for a wide variety of administrative and supportive tasks, working with a high level of autonomy and initiative to ensure the maximum efficiency of the business area and senior role(s) it supports. The ability to anticipate needs, think critically, and offer solutions to problems is crucial to this role. You will constantly be one step ahead, with excellent organization skills and considerable attention to detail. A high level of professional and personal confidentiality and discretion will be essential.

What you'll be doing:

• Support the GCUO Specialty with Outlook organization of their mailbox; email triage, prioritization, and actioning items on their behalf as appropriate.
• Maintaining the GCUO Specialty's diary by being the initial point of contact, working with internal & external executives and assistants to coordinate a variety of complex in-person and hybrid meetings, while enabling the GCUO Specialty to prioritize time and appointments through efficient diary management.
• Working as part of the leadership team and acting on behalf of the GCUO Specialty as required.
• Prioritizing and managing multiple deliverables simultaneously and following through on issues in a timely manner.
• Maintaining excellent organization to anticipate future activities and ensure effective, longer-term planning.
• Coordinating and drafting content for communications, presentations, and assembling information packs for the GCUO Specialty using MS Office to a high level of professionalism and accuracy.
• Coordinating and helping to prepare meeting materials of high quality; including preparing agendas, minute-taking, content production, editing and proofing, coordinating preparation and distribution of reports and papers, and any other support that may be necessary to ensure the efficiency of the relevant committees and management teams.
• Planning all aspects of 3rd Party & department events and meetings, including venue and vendor selection, full logistical event management, travel arrangements, and agenda formulation.
• Coordinating travel arrangements including preparation of visa application documents, transport and accommodation bookings, and ensuring that all relevant information is provided to the GCUO Specialty.
• Completing expense submissions and associated administration, approval of GCUO Specialty direct reports' expense reports in a delegated capacity, and monitoring of pillar department budgets on a monthly basis.
• Providing ad-hoc project assistance and other duties as needed.
• Performing general office support functions such as triaging calls & messages, scanning documents, sorting and reviewing incoming mail, ensuring starters and leavers are processed correctly, and ordering any supplies.

What you will bring:

• Substantial experience supporting a senior manager within a professional services organization.
• Proven experience providing administrative and secretarial support in both one-on-one and team environments.
• Excellent secretarial skills including accurate typing, minute-taking, grammar and numeracy, diary management, meeting/team event logistics, and knowledge of Microsoft Office software, able to draft own correspondence as required.
• Demonstrates excellent communication skills, a confident and articulate communicator with internal/external personnel, exercising appropriate discretion in dealing with people at all levels.
• Excellent attention to detail and a meticulous eye for identifying inconsistencies or inaccuracies in outputs.
• Able to organize self (and others if applicable), including effective scheduling, prioritization, and time management skills, completing tasks to tight deadlines.
• Comfortable taking ownership of own work, identifying the need for action while working effectively within a team, using initiative, and making decisions as appropriate.
• Displays a resilient and adaptable style with a track record of remaining calm in demanding circumstances and adjusting comfortably to changing conditions/priorities.