Interim Executive Assistant EA - Lloyd's Market Association

Introduction to the role

The Lloyd's Market Association (LMA) has a vacancy for an interim Executive Assistant (EA). The role sits within the Business Support team and provides full EA support to members of the LMA Leadership Team. Core remit will include 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.

Introduction to the Lloyd's Market Association

The Lloyd's Market Association (LMA) exists at the very heart of Lloyd's, a world-leading global marketplace for complex risk where solutions to challenges are delivered every day. All 55 Lloyd's managing agencies, with a total market stamp capacity of approximately £52.6bn in 2024, and all Lloyd's members' agents, are members of the LMA.

We represent our members' interests to organisations including governments, regulators, and the market's central supporting body, the Corporation of Lloyd's. We provide professional and technical expertise in areas ranging from model policy wordings to the implementation of innovative technologies. We connect with our members to identify and resolve issues facing the market, and work in partnership with Lloyd's and the other market associations to influence initiatives and outcomes. We operate the market's most comprehensive technical education service, the LMA Academy.

Job purpose

Provide full EA support to Leadership Team members, 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. The team will meet regularly and have familiarity with shared workloads. Although the position will be aligned to functional areas within the LMA, it will not be strictly exclusive. During busier periods, you may support colleagues who hold functional responsibility for other Leadership Team members.

Key accountabilities

• Full Diary Management: Complex diary management for members of the Leadership Team

• Diary Support: For senior members within functional areas

• 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

• 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 of the LMA Reception desk during busy periods and periods of absence (holiday and sickness, for example). Key tasks will include:

• 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 and respond to queries quickly

• Order stationery, couriers, visitor passes and refreshment

• 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)

Education and qualifications

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

Experience

• Excellent diary management

• Email management for senior managers

• Project management

• Travel coordination and event management

• An ability to manage various systems and processes, creating standard operating procedures for tasks that occur regularly / repeatedly

• Proven minute taking capability

• Excellent IT Skills (MS Office, Word, Excel and Power Point Presentations)