Time Type:
Full time
Working Pattern:
Hybrid
Purpose of the Role
To provide administrative support to a team of EA’s, providing cover and assistance, as required, working closely with the EA’s and the Executives, always maintaining complete confidentiality and discretion. To work as part of a team with other EA’s/PA’s to ensure the efficient running in respect of resources and working environment for the Executive team. This position would suit somebody looking to learn from experienced EA’s, while working closely with Executives.
Duties And Accountabilities
- Assisting with extensive diary management: co-ordinating multiple electronic diaries and schedules both for internal and external meetings. Arranging meeting rooms and passes.
- Assisting with the organisation and scheduling of meetings / lunches / dinners and attendance at other external and internal events.
- Acting as a point of contact and directing enquiries as necessary, screening telephone calls and mail.
- Documents: Formatting, inputting, editing, retrieving, copying and transmitting text, data and graphics. Intelligent handling of material, identifying errors, correcting spelling mistakes where necessary.
- Assisting with the organisation of corporate hospitality to include Board dinners, employee social events, Executive away days and other events as required.
- Assisting with business travel arrangements; including flights, transportation, and hotels for Executive team members.
- Complete expense forms and submit for authorisation, including anti-bribery details.
- Providing cover for EA’s to ensure the continued smooth running of the business
Skills, Knowledge And Experience
- Good organisational skills with ability to multitask and work to tight deadlines as part of a busy team.
- Experience as a team secretary, preferably within the Lloyd’s of London insurance market or finance services.
- Able to deal with people at all levels within the organisation and externally. Able to build rapport with employees, customers and suppliers.
- Able to manage and prioritise workload, particularly supporting a team and working as part of a team.
- Excellent written and verbal communication.
- Good computer skills to include, outlook, word, excel and PowerPoint.
- Attention to detail, taking pride in the quality of own work.
- Effective problem-solving skills appropriate to the role.
- Recognition of the need for complete discretion/confidentiality.
AEGIS Values
Fairness and respect
We make decisions considering the best interests of key stakeholders. We are direct and straightforward in our actions, working collaboratively to create a culture of fairness and respect.
Open and inclusive
We act with integrity, valuing diversity of thought and background. We take time to listen to the needs of our customers, stakeholders and colleagues working together to seek and share information.
Ambitious
We have a passion for success, aspiring to be recognised as best in class. We embrace new opportunities, encouraging innovation in pursuit of our goals.
Striving to be better
We strive to improve at all times, challenging complacency, being agile and adapting to change. We always seek to improve our customers’ experience with us.
Investing in people’s potential
We provide an environment where each employee can reach their personal potential. We encourage personal accountability for performance and individual ownership for growth and success.
AEGIS London is an equal opportunities employer and recognises the value of a diverse workforce in facilitating better decision making and business growth. We encourage a variety of differing views, perspectives and insights to create a collaborative working environment. Diversity and Inclusion are fundamental to our business and we encourage applications from all backgrounds recognising the diversity of society and our customers.
It’s important to us that you are able to perform at your best when applying for a role with AEGIS London. If there are any adjustments we can reasonably make to ensure that the process is accessible for you please telephone us on
+44(0)20 7856 7856 or email
recruitment@aegislondon.co.uk
As a business, we understand individual circumstances may differ and aim to be adaptable and to support flexible working practices. Talk to our recruitment team to understand how AEGIS London can help support you in reaching your full potential
