EA & Business Support Administrator - London

Introduction to the role

The Lloyd's Market Association (LMA) has a London based vacancy sitting within the Business Support team, providing full Executive Assistant (EA) support to a member of the Leadership Team. Core remit includes extensive diary management, inbox management, collating and assisting in the production of communications, coordinating travel and itineraries and organising events and meetings.

This role plays an essential part in providing high level support to the wider LMA and supporting the Business Support Team Manager to provide a safe and tidy working environment. As such, it will be a requirement to spend up to 5 days a week in the office, to meet with business needs.

Job Purpose

To provide full EA support to a member of the LMA Leadership Team, operating as a gatekeeper. The role holder will work collaboratively as a member of the Business Support team to meet with overall LMA business needs sharing workloads.

Key Accountabilities

• Full diary management:diary management for a member of the Leadership Team.
• Diary support:absence cover / support to members of the Business Support Team.
• Meetings: Organise internal and external / committee meetings:
  • Source and book venues and / or meeting rooms
  • Organise refreshments
  • Organise equipment and materials as required i.e. stationery, name badges etc
  • Send invitations, communications and preparation and distribute agendas / meeting papers (if appropriate)
  • Keep a log of all regular meetings and contact details
  • Manage meeting follow up; coordinate all meeting actions, ensure they are properly recorded and dealt with, including any necessary follow-up communications.
• Event management: end to-end organisation and management of both internal and external events:
  • Source and book venues
  • Manage event budgets (where applicable)
  • Organise refreshments
  • Organise equipment and materials as required i.e. stationery, name badges etc
  • Send invitations, communications and manage registrations and queries
  • Attend events (where applicable) to offer support.
• Travel: arrange travel, hotel accommodation and itineraries within budget constraints.
• Creation of business documentation including PowerPoint presentations in accordance with branding guidelines.
• Assist with the development and delivery of business area specific communications - internal and external.
• Team tracker: take ownership and proactively track progress against the team(s) projects and report on progress in line with the Engagement Strategy.
• Office support:
  • Carry out office inductions for all new staff members
  • Support with H&S -support the BST Manager with risk assessments, DSE assessments, training and audits.
  • Manage all Lloyd's pass holder requests and cancellations including hospitality passes
  • Support the BST Manager to manage the office space including moves or refurbishments and changes to workstations
  • Build and maintain relationships with key service providers;
  • Assist the BST Manager with supplier reviews; source new service providers where applicable
  • Assist the BST Manager by sending timely communications to staff with information about the office, Lloyd's and / or the City i.e. warnings of train strikes.
• IMIS updates:proactive ongoing management of the member database (IMIS) ensuring content is kept up to date for all member companies under the guidance of the Communications team and your Leadership Team member(s).
• Website:proactively update the LMA's website pages in a timely manner under the direction of the business area(s).
• Reception cover: cover the LMA reception desk during busy periods and periods of absence (holiday and sickness, for example). Key tasks will include to:
  • Greet visitors and offer refreshments as required
  • Ensure reception, meeting rooms and the staff room are tidy and well stocked
  • Manage the LMA email inbox, responding to queries quickly
  • Order stationery, couriers, visitor passes and refreshments
  • Liaise with Lloyd's Facilities and Security to resolve any issues.
• LMA culture:organise events, services & activities and create communications to positively enhance the LMA internal culture and environment i.e. social, charitable activities.
• Build and maintain good working relationships with members, in particular counterparts from Managing Agencies and other relevant organisations including the Corporation of Lloyd's, LMG, LIIBA, IUA, DXC, etc.
• Maintain a high level of confidentiality, sensitivity and political awareness when dealing with highly sensitive data and operating as gatekeeper of your respective Leadership Team member(s).
• In addition to the above key accountabilities, you may be required to undertake other duties, from time to time, as the organisation may reasonably require.

Education and Qualifications

The role requires individuals of A-level / equivalent calibre.

Experience

• Excellent diary management.
• Email management for managers.
• Travel coordination and event management.
• An ability to manage various systems and processes.
• Excellent IT Skills (MS Office, Word, Excel and Power Point Presentations).