Job Description
The Role
To provide high ‑ quality and confidential personal assistant support to the Group Chief Operations Officer and UK Chief Operations Officer.
Candidates will need to be proactive and can work with a high degree of flexibility in a fast-moving environment, where diary management can be complex, enabling the effective leadership and operation of the Operations team. The role requires excellent organisational skills, sound judgement, the ability to manage complex and fast ‑ moving priorities, total discretion, and willingness to flex as demands/priorities change.
Responsibilities
- Proactive and extensive diary management
- Overseeing the COO’s inbox to categorise emails in order of priority. Responding to emails where appropriate and ensuring that urgent emails are brought to their attention.
- Managing emails and communications, acting as a professional gatekeeper where appropriate
- Planning, coordinating and preparing for internal and external meetings, including managing agendas, papers and follow‑up actions
- Organising travel, including flights, accommodation, itineraries, visas where required, and expense claims
- Organising travel arrangements (domestic & international) including preparation of detailed itineraries, accommodation, fulfilling visa applications as required and expense claims
- General expense claim management, training approvals in line with internal controls
- Being part of the team preparing presentations, briefing notes and documentation for Boards, Committees, Operations Leadership Sessions and others as required. Co-ordinating papers to ensure they are received in timely manner and submitted within deadlines
- Maintaining confidential records and handling sensitive information with discretion. Filing of documents centrally as required
- Produce documents, briefing papers, reports and presentations to a high standard and complying with in-house branding
- Organisation of meetings including preparation of agendas, material and ensuring documentation is circulated in advance, including minute taking
- Assist in the organisation of off-site meetings, arranging appropriate venues, equipment and logistics
- General administrative duties
- Other ad hoc duties as required
Qualifications
Relevant Skills and Experience
- Proven experience supporting Senior executives, ideally within insurance, financial services or a regulated professional environment
- Exceptional organisational and time‑management skills, with the ability to manage competing priorities under pressure
- Strong written and verbal communication skills, able to interact at Executive, Board and Shareholder level with confidence
- High level of discretion, integrity and professionalism when handling confidential information
- Proficiency in Microsoft Office (Outlook, PowerPoint, Word, Excel)
- Strong attention to detail and a proactive, solutions‑focused mindset
- Ability to anticipate needs, demonstrate initiative and work independently, especially when stakeholders are travelling
- Flexible and adaptable approach, comfortable working within a fast‑paced environment
- Proactive approach to work, demonstrating initiative, flexibility, adaptability, efficiency and accuracy
