Executive Administrative Assistant

Administrative/Clerical

1

We are seeking a highly experienced and detail-oriented Executive Assistant to support our Senior Management. The ideal candidate will have experience in a similar role, with a proven track record of accurately capturing meeting minutes, and managing complex schedules, travel expenses and arrangements, and high-level meetings. We are looking for a seasoned professional who can confidently handle the demands of a fast-paced environment and provide exceptional support to our executive team. Under moderate supervision, you will handle complex administrative assignments of a broad and varied nature to relieve senior management of administrative details.
Travelers Europe currently offers flexibility to employees who wish to work on a hybrid basis in accordance with our Hybrid Work Arrangements Policy. This entails full time employees working three days a week in the office and two days at home (or pro rata for part-time employees). This policy may be changed at the Company’s discretion.
This role is eligible for a New Joiner Referral Bonus of £1,500 per the Travelers Employee Referral Programme. If you are successfully referred by an employee at Travelers Europe, both you and the person who referred you could be eligible for this bonus.What Will You Do?

• Provides complex administrative support for multiple senior leaders, including a members of the Senior Leadership Team.
• May communicate directives and information from executives to others and follow up on status of assignments.
• Prepares correspondence, reports, presentations, agendas and minutes of a complex nature, and may prepare responses to routine correspondence and enquiries. Responsible for coordinating presentations for meetings. May be required to perform audio typing.
• Receives, screens and directs incoming calls, visitors, mail and may also manage email accounts.
• Maintains files, records, calendars and diaries.
• Prepares agendas for Enterprise visitors.
• Provides support for employees on ex-patriate assignments.
• Arranges frequent business travel and coordinates meeting arrangements and itineraries.
• Prepares and submits expense accounts and other type expenses. May manage and track/report actual expenses versus budget.
• Has delegated authority for some departmental administration (e.g. authorising annual leave requests, sickness absence etc). Operates in a surrogate capacity on behalf of the individual(s) supported in applications used for human resources management.
• Contributes to the development and implementation of administrative standards, policies and practices for the organisation.
• Perform other duties as assigned.

What Will Our Ideal Candidate Have?

• Experience as a senior administrator.
• Experience in taking minutes in meetings chaired by senior executives.
• High School education or equivalent preferred .
• Thorough knowledge of administrative support processes and best practice, preferably within Financial Services.
• Working knowledge of short-hand techniques preferred.
• Working Knowledge, Sufficient familiarity with the subject to know the basic principles and terminology and to understand and solve simple problems.
• Thorough Knowledge, Advanced knowledge of the subject matter. The work calls for sufficient comprehension of the subject area to solve unusual as well as common work problems, to be able to advise on technical matters, and to serve as a resource on the subject for others in the organisation.
• Advanced tact, discretion and courtesy.
• Intermediate skill level required for software applications (Word, Excel, PowerPoint). Ability to perform advanced functions using Excel (i.e. v-lookups) preferred.
• Intermediate conflict resolution skills preferred via phone and occasionally in person.
• Intermediate understanding of change management concepts.
• Intermediate decision making; operates successfully in situations in which there are no established procedures.
• Advanced ability to maintain highly confidential information including
• business plans, legal actions, etc
• Ability to adapt procedure, processes and techniques to perform the more complex duties of the job.
• Intermediate minute taking skills.
• Basic - Demonstrates basic knowledge and ability; can apply the competency in common/familiar situations that present limited difficulties.
• Intermediate - Demonstrates solid knowledge and ability and can apply the competency in the full range of typical situations with minimal or no guidance. Requires guidance handling novel or more complex situations.
• Advanced - Demonstrated advanced knowledge and ability, and can apply the competency in new or complex situations. May guide other professionals.

What is a Must Have?

• Basic numeracy required.
• Intermediate judgement and problem solving required.
• Accurate touch typing skills required.