Executive Assistant

Primary DetailsTime Type: Full time

Worker Type: Employee

The role provides critical support to a Senior Leader and undertakes administrative functions to ensure that confidential projects, business development, operational and office management are carried out effectively and efficiently; He/she is fully aware of her executive’s goals, able to manage projects that support the executive’s work and has initiative in helping achieve the strategic objectives.

Primary Responsibilities
• Proactively drive actions on behalf of the Executive, ensure awareness of divisional business plan, and assist with workload to ensure achievement of business goals and objectives
• Manage key projects on behalf of Executive to ensure that objectives are met in line with agreed timescales….
•Adherence to applicable local and global policies, guidelines, and regulations
• Establish, enhance and enforce minimum conformed standards of written material to ensure a professional image is presented at all times.
•Liaise with external and internal contacts to ascertain their needs, forward calls and messages to the appropriate team member and ensure communication processes are fit for purpose. Act as the professional “face” of the Executive to ensure customer queries are managed professionally and in a timely manner.
• Coordinate with the other Executive Assistants to ensure a smooth and consistent service.
•Prepare meeting/conference material (and on occasions present it) e.g. correspondence, reports, spread sheets, briefing papers, visual presentations etc. to ensure that business information is presented creatively and clearly and informs decision making and action.
• Develops agenda, commissions and coordinates papers, takes minutes and records extracts of decisions and coordinates follow-up actions; Assist in the development and manage the preparation of documentation e.g. board papers, liaising with relevant business contacts as necessary to ensure paperwork is promptly distributed and all necessary information available.
• Undertake complex diary management, prioritizing functions and appointments, ensuring that meetings, deadlines, presentations and other duties of the executive are carried out seamlessly.
• Assist Executive in dealing with administrative aspects of highly confidential matters such as acquisitions and delicate staffing matters to ensure that these are handled efficiently and in line with best practice and high professional standards.
• Organize internal and external meetings, book venues and meeting rooms, make arrangements for equipment and catering and ensure invitations and notes are distributed in a timely fashion to ensure that all background arrangements are in place which will enable meetings to achieve their objectives.
• Organize travel itineraries for the Executive, e.g. travel, accommodation and currency arrangements to ensure these are made in line with requirements and company policies.
• Research, collate, manipulate and analyze base data supporting projects in order to provide up to date and accurate information which will support the project objectives.
• Make decisions on behalf of the Executive within the limits of delegated authority i.e. travel and holiday requests to ensure these are in line with relevant policy guidelines and take into account any resource/cover requirements.
• Screen, priorities and annotate incoming information and communications (telephone, electronic,
• Quality and accuracy of material presented (both written and verbal).
• Deadlines are met
• Meetings organized effectively and accurate preparation of support material
• Accuracy and efficiency of diary
• Professional handling of confidential information or material.
• Quality and accuracy of travel itineraries and supporting travel documentation/information
• Regular and two way communication with executive
• Quality and accuracy of independent research, data analysis, interpretation.
• Decisions taken within agreed levels of authority.
• Proactivity and upwards referral.
• Compliance with QBE policy and procedures (travel, holiday).
• Efficiency of administrative systems and processes.
• Effective judgment delivering on priorities
• Accuracy of data and quality of presentation
• Accuracy of written information and conformance to internal standards/templates etc.
• Regular progress reporting on key projects (e.g. actions etc).
• Paperwork for statutory meetings meets agreed deadlines and is accurate.
• Demonstrates effective judgment to support delivery of strategic projects
• Compliance with QBE policies and procedures (travel, expenses, sickness, holiday).
• Timely identification of potential issues/problems.
• Upkeep of available records, information and knowledge management requirements of the organization paper) responding, re-directing or referring to the Executive as appropriate
• Provide support and manage (where appropriate) the production of reports, presentations and financial analysis of data to ensure information is presented accurately and effectively.
• Prepare and submit the Executive’s expenses for payment in a timely fashion to ensure these are settled in line with QBE policy.
•As a point of reference for others e.g. assisting with non-standard queries to enable sharing of knowledge and best practice and to develop the capabilities and knowledge within wider team
• Supports others in the team where appropriate to assist in the achievement of their objectives and best practice
• Prepare and develop action plans to ensure consistent performance and focused development of all team members
• Clearly explain complex concepts and arguments to individuals and groups
Required Education
• Bachelor's Degree or equivalent combination of education and work experience
Required Experience
• 5 years relevant experience
Preferred Competencies/Skills
• Advance proficiency in Microsoft package
• Ability to plan and manage own work load plus manage upwards
• Leadership and people management skills
• Well developed inter-personal skills
• Highly developed and influential communicator
• Extensive experience in the provision of a full range of secretarial, secretariat and office management services at the senior executive level.
• Ability to work under pressure and to tight timescales
• Excellent attention to detail
• Flexible and adaptable approach and able to work effectively at critical periods (e.g. financial year end, quarter end etc)
• Strong analytical skills
• Stakeholder management
Preferred Knowledge
• Excellent understanding of:
• Preparation of board papers and professional reports
• Commercial understanding of business drivers and influences
• Work of department and individual team roles
QBE Cultural DNA
• Everything we do at QBE is underpinned by our DNA (which interlinks seven cultural elements) – because we know it's not just what we do that matters, it's how we do it that makes the difference. We expect all employees to role model and inspire the right behaviours that link to our cultural elements:
•We are customer-focused
•We are technical experts
•We are inclusive
•We are fast-paced
•We are courageous
•We are accountable
•We are a team
•All employees are expected to adhere to QBE’s Code of Ethics and Conduct and apply sound risk management practices
US Only - Disclaimer
• To successfully perform this job, the individual must be able to perform each essential job responsibility satisfactorily. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential job responsibilities.
Global Disclaimer
• The duties listed in this job description do not limit the assignment of work. They are not to be construed as a complete list of the duties normally to be performed in the position or those occasionally assigned outside an employee’s normal duties. Our Group Code of Ethics and Conduct addresses the responsibilities we all have at QBE to our company, to each other and to our customers, suppliers, communities and governments. It provides clear guidance to help us to make good judgement calls.

How to Apply:

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Equal Employment Opportunity:

QBE is an equal opportunity employer and is required to comply with equal employment opportunity legislation in each jurisdiction it operates.