Executive Assistant - London, United Kingdom - Chubb INA Holdings Inc.

Chubb INA Holdings Inc.

Verified Company

London, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Do you have previous experience in an Executive Assistant role within a corporate environment?

We have an exciting opportunity for an EA looking to develop their skills and career within the Insurance Industry providing comprehensive administrative support to 1 executive level manager and occasionally wider teams

We are looking for someone with very strong administrative and organisational skills, with the ability to build and maintain great working relationships with colleagues at all levels across the business.

You will plan and prioritise in both the short and longer-term to ensure the internal and external commitments of your managers are met.

KEY RESPONSIBILITIES:

Diary management - Manage complex diaries often with travel across differing time zones

High level of juggling involved to ensure manager is able to prioritise key business issues.

You may have access to direct reports diaries and may be asked to support Chubb overseas visitors when in the UK.

Regularly set up meetings, conference calls and/or video calls with a mix of both internal & external partners.

Review diary on a regular basis to establish whether meeting rooms are required. Monitor and book meeting rooms using the on-line system and anticipate / respond to requests for catering.

Ensure managers are prepared and have required documentation for meetings and occasional taking, typing, and distribution minutes for key meetings.

Regularly organise travel across EMEA region.

Prepare itinerary for business trips (copy for spouse / partner if required) and co-ordinate key travel requirements, i.e. VISAs.

Responsible for anticipating and booking hotel, taxi and/or restaurants; responsible for creating and maintaining AMEX profiles for managers.

Responsible for considering the cost implications of travel bookings and chasing up decisions and cancellations if required.

Organise business cards for the team and maintain department organisational charts

Ensure that team calendar is kept up to date and all team holidays and business travel are added.

Collate, check, reconcile and forward expenses for senior managers; check and monitor expenses for direct reports.

Maintain record of expenses for area to assist with budget and planning and carry out Invoice / purchase order management

Presentations - Draft and collate presentations in preparation for key business meetings

Order and maintains stationery for managers and manage all incoming post for the managers.

Set up and maintain general filing and Organise team events and conferences

Responsible for meeting and greeting all external visitors. Proactively manage visitor needs whilst on Chubb premises and provide support at corporate events.

Provide support as and when required during periods of absence or when peer workload pressures dictate.

Draft/collate/prepare reports e.g. Boards / Committees / Senior Management

Qualifications:

DESIRED SKILLS AND EXPERIENCE
Experience in a similar EA role

Great Teammate & Relationship building skills:
Build strong relationships and develop wide networks internally and externally to get work done through others;
Experience in operating and influencing at a senior level as well as being able to communicate and persuade clearly across all levels

IT proficiency and good written and verbal communication skills

WE OFFER IN RETURN

Competitive salary & pension scheme, 25 days annual leave plus ability to purchase 5 additional days, Private Medical cover, Employee Share Purchase Plan, Life Assurance, Subsidised gym membership, Comprehensive Learning & development offerings.

Employee resource groups:
Gender Equality Network, Abilities & Wellbeing, Social Mobility, Parents & Carers, Pride Network, Cultural Awareness Network.

INTEGRITY. CLIENT FOCUS. RESPECT. EXCELLENCE. TEAMWORK

Our core values dictate how we live and work. We're an ethical and honest company that's wholly committed to its clients. A business that's engaged in mutual trust and respect for its employees and partners. A place where colleagues perform at the highest levels. And a working environment that's collaborative and supportive.