Executive Assistant (FTC)

Role Title: Executive Assistant

Department: Executive Support

Team: Administration

Location: London

Type: Fixed Term Contract (12 months)

About the Role:

To provide direct assistance/ servicing any requirements to the respective Executive members – 4 executives in this role.

Key Responsibilities:

• Assist the diaries of one or more members of the Senior Leadership Team/Head of, with a high degree of discretion and tact. Including adding prep time, reminder of tasks and deadlines along with strong prioritisation skills
• Full inbox management for your Exec
• Assisting with communications on behalf SLT of including daily maintenance of diary, arranging/accepting meetings and telephone calls as well as maintaining and managing meeting commitments
• Anticipate needs, prioritizes on behalf of your exec, own complex projects and cross-team
• coordination
• Liaise with key internal and external stakeholders (e.g. regulators, key broking partners and clients); build and maintain working relationships to support LSM’s brand and reputation
• Update, manage and maintain Exec budget
• Provide executive secretarial support - including personal administration, meeting co-ordination, room bookings, booking and managing travel itineraries company’s events, processing expenses and invoices, scanning, photocopying, updating and maintaining teams’ org charts etc.
• Assist aspects of meetings including venue set up, diary notices, documentation, Production / coordination / distribution of meeting agendas and papers
• Support with the preparation and distribution of reports, boards meeting preparations and meeting materials (e.g., preparing PowerPoint presentations, action taking etc.)
• Support the team managers in effective management of all team activities, team and company’s events.
• Management of new starter set up within assigned support function
• Build and maintain strong and trusted working relationships with senior leaders and executives
• Handling sensitive information in a confidential manner, Trusted partner/advisor;
• Provide cover for other EAs/PAs across the Function
• Miscellaneous tasks to support their manager, which will vary according to the sector and to the manager’s remit
• Extensive event organising
• Building good relationships with carrier management
• Exercises independent judgment, gates access, negotiate priorities with stakeholders
• Adherence to all relevant regulatory requirements forms part of your role, and the demonstration of behaviours as set out in the Conduct Risk Policy, as they relate to your role, is core to LSM’s commitment to our Liberty Values, placing customers at the centre of our business and behaving with integrity. LSM expects you to understand your responsibilities relating to all regulatory and internal requirements, and to proactively demonstrate compliance with these requirements and behaviours at all times. These requirements include the Senior Managers and Certification Regime Conduct Rules Solvency II, fair treatment of customers, Financial Crime, Data Protection, Conflicts of Interest, and Whistleblowing

Skills and Experience:

• Extensive EA experience in a fast-paced role covering multiple global regions
• Advanced scheduling, negotiation, event planning
• Strategic calendar ownership and prioritization, stakeholder gatekeeping, project/program management (board meetings, offsites), confidential communications, vendor/contract negotiation, mentoring junior support.
• Communicator - exhibiting diplomacy, good judgement and discretion at all times
• Excellent written and verbal communication skills and extensive experience with diary management
• Strong ability to build and manage relationships at all levels up to and including Executive level both internally and externally
• Strong Excel, PowerPoint and Word skills
• Proactive, excellent organisational skills, high attention to detail and the ability to work to tight deadlines
• Ability to adapt and produce workable solutions that meets the immediate demands of the situation(s)
• Demonstrable track record of providing comprehensive team EA support to Senior Executive/ Head of Function, including extensive diary and inbox management
• Actively support the Company’s vision and strategies including embracing and promoting change, and communicating and executing on challenging decisions

About Liberty Specialty Markets (LSM)

Liberty Specialty Markets is part of Global Risk Solutions …