Executive Assistant - London, United Kingdom - Lockton, Inc.

Lockton, Inc.
Lockton, Inc.
Verified Company
London, United Kingdom

2 weeks ago

Tom O´Connor

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Tom O´Connor

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Description
Working at Lockton

At Lockton, we're passionate about helping our people achieve their ultimate potential. Our people are curious, action-oriented and always striving to make ourselves and those around us better. We're active listeners working to ensure understanding and problem solvers developing innovative solutions.

If you can see yourself delivering excellent service to clients, giving back to our communities and being a part of our caring culture,
you belong here.



  • Job type
  • Experienced Professional
  • Your Responsibilities


There are two primary aspects of the role: supporting the International Chief Financial Officer (CFO) as his Executive Assistant and providing support to the Finance team.


The individual is expected to develop strong relationships with members of the Finance team, and help the CFO manage and support the Finance team of c.

three hundred associates, both in the UK and Internationally.

The ability to take the initiative and identify areas where communication can be improved is extremely helpful.

Primary areas of responsibility will include:

  • Providing broad range business and personal support for the CFO including complex diary management, call management, holistic EA support as appropriate. Having discretion and a high degree of confidentiality is key. Experience in juggling multiple busy diaries would be useful.
  • Providing extensive travel / logistics planning / management (including meetings, complex itineraries across multiple time zones etc.), in accordance with the firm's Travel & Entertainment Policy, including providing full itinerary and arranging visas.
  • Secure meetings upon request, making sure all meeting elements are communicated (e.g., location, time, duration, attendees, and any preparations required)
  • Provide travel support for other members of the Finance team when appropriate
  • Liaise with facilities and catering and book requests in advance
  • Formatting / drafting correspondence and documents efficiently and accurately as required.
  • Consolidate papers into Finance committee pack, minute the meeting and follow up on outstanding items (quarterly).
  • Arrange team meetings and coordinate agenda (bimonthly).
  • Undertake administrative tasks relating to invoice coding and expenses
  • Circulating communications to business on behalf on the Accounts Payable team (bank holidays)
  • Provide checks on new vendors for AP team.
  • Coordinating onboarding of new starters including completing new user, order laptop.
  • Arrange team functions and events (approx. bimonthly) i.e. winter drinks or activity, yearend celebration, summer outdoor activity day, Autumn community day and team Xmas lunch.
  • Coordinate with external auditor (KPMG) to find onsite workstations April to July each year and point of contact when onsite.
  • Promoting wellbeing and inclusion of wider team via circulating birthday cards and organising new baby gifts.
  • Maintaining Finance structure chart and Finance intranet personnel list.
  • Support communication across the International Finance organisation, including establishment of a Workplace group and / or regular newsletter
  • Qualifications
    YOU WILL BE SKILLED AT
  • Effectively planning and organising your workload to meet business demands/timescales
  • Utilising core systems and technology (including Teams, Outlook, Webex)
  • Driving the achievement of desired results regarding team(s), division, company, and personal objectives
  • Developing internal / external relationships, communicating at all levels
  • Contributing to effective working relationships with other EAs/ PAs, overseas offices, Kansas City management and external advisers
  • Remaining calm under pressure

YOU WILL BE

  • An excellent communicator with a highly professional manner
  • Proactive, energetic, upbeat and efficient
  • Highly organised and analytical, with the ability to multitask, coordinate and prioritise your workload
  • MUST be professional/trustworthy and understand the importance of discretion and confidentiality.
  • Intermediate/Advanced MS Office skills/IT literacy especially Outlook (experience of arranging meetings across multiple timezones a bonus) and PowerPoint.
  • Excellent organisation/prioritisation skills; ability to plan and work efficiently and in accordance with changing business needs.
  • Ability to manage own time, prioritise tasks and ensure that deadlines are met without compromising quality.
  • Professional manner, able to deal well with pressure and use own initiative to get things done, without compromising accuracy.
  • Selfmotivation to achieve desired results regarding team(s), division, company, and annual personal objectives.
  • Ability to communicate effectively and professionally both verbally and in writing with clients, insurers, and other associates.
  • Reliable team player and collaborator willing to help and with good attention to detail.
  • Travel coordination experience (SAP Concur a bonus, but not essential).
  • General adminis
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