Executive Assistant for C-suite

Administrative/Clerical

1

We are seeking a highly experienced and detail-oriented Executive Assistant to support our C-Suite executives. 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.
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 bonus of 1,500GBP. 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 and/or in depth administrative support for C-suite executives which will likely involve some out of hours assistance and assistance. Will also provide support to other senior leaders.
• Communicates directives and information on behalf of line manager to others and follows up on status of assignments.
• Prepares correspondence, reports, agendas, minutes of a complex nature, and may prepare responses to 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 manages email accounts.
• Frequent interaction with Enterprise leaders. Will provide hosting duties for Enterprise visitors.
• Provides support for employees on ex-patriate assignments.
• Maintains files, records, calendars and diaries and manages the tasks list of the incumbent(s) being supported.
• Arranges frequent business travel and coordinates meeting arrangements and itineraries.
• Regularly provides logistical corporate event management.
• May manage Europe wide corporate programmes on behalf of CEO.
• Independently prepares and submits expense accounts and other type expenses. May manage and track/report actual expenses versus budget. Will review expense submissions of others for approval by incumbent(s) being supported.
• 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.
• As an employee you are expected to act in an ethical manner at all times. You will ensure you understand all compliance and regulatory requirements for your role by completing all necessary training and certifications.
• As an employee we expect your actions and outcomes will at all times meet local regulatory and supervisory approaches to ensure fair treatment of our customers. You will ensure you keep adequate records of all transactions undertaken with customers, brokers and all other parties.
• Perform other duties as assigned.

What Will Our Ideal Candidate Have?

• Significant prior experience as an administrator providing support to several managers.
• High School education or equivalent preferred.
• Thorough knowledge of administrative support processes and best practices, preferably within Insurance for a CEO, COO or equivalent senior executive
• Good working knowledge and experience using MS Excel.
• Working knowledge of short-hand techniques preferred.
• Able to create Board-level PowerPoint presentations with imports.
• Intermediate conflict resolution skills preferred via phone and occasionally in person.
• Intermediate decision making; operates successfully in situations in which there are no established procedures.
• Advanced ability to maintain highly confidential information includingbusiness plans, legal actions, etc .
• Ability to adapt procedure, processes and techniques to perform the more complex duties of the job.
• Advanced minute taking skills requiring an understanding of financial terminology.

What is a Must Have?

• Advanced tact, discretion and courtesy required.
• Intermediate numeracy required.
• Advanced judgment and problem solving are required.
• Accurate touch typing skills required.
• Experience taking minutes in meetings of a complex nature involving financial terminology.
• Advanced skill level required for software applications (MS Word and PowerPoint).