PA to Head of Broker Relations
Our client, based in the heart of the City, is the parent company of specialist insurance businesses with operations in Europe, the US, Asia and Australia. They are market leaders in many lines, which include professional indemnity, property, marine and reinsurance. They currently require someone to provide comprehensive PA support to Head of Broker Relations.
Act as a first point of contact for both internal and external clients wishing to contact the Head of Broker Relations
Screen and respond to e-mails and telephone calls.
Provide e-mail management support including: management of meeting requests, organisation & filtering of e-mail.
Provide diary management support including: arrangement of meetings, acceptance/ declines, act as ‘gatekeeper’ to meeting requests, ensuring adequate time allocation/ travel time for meetings.
Provide a time management service for Head of Broker Relations to ensure effective use of their time.
Arrange internal/external meetings and book venues including: distribution of papers/ reports in advance, set up of video/ teleconferencing/ flipcharts, booking of refreshments/ lunch.
Collate information and produce presentations from PowerPoint for meetings and seminars.
Follow up on agreed action items from meetings.
Produce accurate correspondence including letters, memos and facsimiles
Co-ordinate with the travel team to make travel arrangements, including booking flights, accommodation, producing itineraries, and arranging foreign currency and passport/visas where applicable.
Book meetings, seminars and conferences, liaising with Talent Management where necessary.
Meet and greet visitors.
Attend meetings and team briefs.
Take the initiative to identify and resolve problems as they arise to facilitate the smooth running and continuity of business.
Undertake any other reasonable duties /ad hoc reports as may be requested.
Participate in cross-team and intra-team projects as required.
Adopt the company culture of Professionalism, Integrity, Effectiveness and Dynamic attitude that contribute to an internal environment of teamwork and promotes a positive brand image to our external customers.
Comply with procedures, policies and regulations relevant to your role. Undertake relevant training on company policies and procedures as delivered by your line manager
Comply with any specific responsibilities necessary for your role as outlined by your line manager, This may include, amongst others, the companies underwriting control standards, The companies’ claims control standards, other company standards and customer relationship management.
Ensure that you uphold the company principle of Treating Customers Fairly.
Carry out additional responsibilities as individually notified, either through your objectives or through the learning management system.
Education and Qualifications
Educated to ‘A’ level or equivalent
Professional secretarial qualifications desirable
Skills and Abilities
Excellent communication skills, both verbal and written
Advanced in all Microsoft Office programs
Motivational skills, team worker as well as able to work on own initiative
The ability to manage time, meet deadlines and prioritise
Excellent understanding of organisational processes
Knowledge and Experience
Proven Personal Assistant experience
Experience of arranging complex travel plans and itineraries
Experience of minute/note taking in meetings
Aptitude and Disposition
Outcome focussed, self-motivated, flexible and enthusiastic
Professional approach to successfully interact with managers/colleagues and external suppliers
Completes work to deadline
Concern for quality