Executive Assistant & Assistant Company Secretary
Job Market - Insurance
Executive Assistant & Assistant Company Secretary - About the role
Ideally ICSA qualified you will be responsible for the provision of secretarial and administration support to the Chief Financial Officer, diary support to the Chief Risk Officer and support to the Company Secretarial/Legal department. This will include arranging, organising and dealing with administrative matters relating to board meetings.
Executive Assistant & Assistant Company Secretary - Key requirements
Timely and accurate secretarial/administration support at senior level.
Alert managers to issues requiring immediate action.
Ensure managers deliver their business requirements on time.
Diary management - arrange meetings, ensuring time is managed effectively (using MS Outlook).
Screening and monitoring telephone calls and dealing with them accordingly.
Screening email and dealing with administrative emails accordingly.
Proactive thinking and planning for CFO and CRO to manage all admin effectively, and to ensure day to day run smoothly
Administration of correspondence, including opening post and prioritising.
Typing of report amendments and written scripts as needed.
Arranging travel and hotel accommodation when required.
Organise Team hospitality events and social events.
Manage Holiday and Attendance records.
Raising invoices through Purchasing system (proactis).
Company Secretarial duties:
All aspects of board and committee administration and facilitation for both the regulated and holding company boards. This will include liaison with executive directors in relation to their papers and ensuring agendas and board packs are circulated in a timely manner within appropriate deadlines. It will also include the arranging and organisation of all meetings and responsibility for board and committee date scheduling.
Management of board and committee minutes (including collation of all comments and version control) and matters arising.
Maintenance of the corporate governance structure charts.
Ensuring documents are properly filed (in hard copy or electronically as required) and easily accessible.
Sending out, and collating responses to, requests for information from directors and other executives in relation to corporate governance and other matters.
Responding to requests for information relating to matters handled by the Company Secretarial/Legal department.
Arranging and facilitating Board training as may be required.