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Job Description
*4 month FTC*
Key responsibilities include supporting two Head of Functions with their day to day and team responsibilities. The successful candidate must have great organisation and communication skills. Familiarity with Sharepoint, Teams and Outlook are also key expectations. More details below:
Principal Accountabilities
- As required ensure the Team members supported are adequately prepared for upcoming meetings, trips and events with the appropriate information and paperwork.
- Pro-active preparation of documents such as letters and presentations, e.g. identify queries that require a standard response, and either respond directly or prepare a draft
- Arranging, preparing and coordinating meetings, events, and presentations (including agendas, content and venues both internally and externally)
- Maintain good relationships with key stakeholders, support staff and senior market and programme contacts.
- Make appropriate decisions - delegating work to others.
- Extensive diary management using Microsoft Outlook and any associated tools such as Interaction, Lloyd’s room booking system.
- Managing the flow of emails for the team supported responding, prioritising and facilitating responses as appropriate.
- Organise travel arrangements and schedules, including some international travel as required.
- Preparing and submitting expenses and raising orders/requisitions using Proactis.
- Responding to queries via both telephone and email.
- Acting as first point of contact and ‘host’ for both internal and external visitors.
- Providing broader support in organising major market wide workshops in support of a range of initiatives as required.
- Management of new start set up and team annual leave.
The role holder is expected to:
- Contribute to an open and transparent culture of risk management and demonstrate a strong awareness of the risks that should be managed within the responsibilities of the role; and
- Deliver responsibilities in line with all relevant risk appetites, policies, reporting and when applicable, membership on or input to Lloyd’s risk committees.
Management of Risk:
Internal Controls
Completion of Monthly Notification Returns
Skills
- Clear communicator - exhibiting diplomacy, sound judgement and discretion at all times.
- Excellent written and verbal communication skills.
- Ability to build and manage relationships at all levels up to and including Director level both internally and externally.
- Proactive, excellent organisational skills, high attention to detail and the ability to work to tight deadlines.
- Ability to produce workable solutions that meets the immediate demands of the situation(s).
- Excellent Microsoft Office skills, in particular - Outlook, Excel, Word and PowerPoint.
Knowledge
- Understanding and experience of working within the Insurance industry and the London Insurance Market
Experience
- Demonstrable track record of providing comprehensive team PA support to Senior Executive/ Head of Function.
- Proven track record of exceeding customer expectations.
- Working collaboratively within a team and stakeholders to deliver high quality team PA support.
- Adherence to agreed governance processes and procedures.
- Track record of achieving high professional standards in specialist area.