Executive Assistant

Key Accountabilities:

• Executive support and prioritisation: Manage the COO’s schedule, inbox, and competing demands, ensuring time is aligned to strategic priorities.
• Meeting and governance support: Plan and support Executive Committee, Board and leadership meetings, schedule meetings, set agendas, draft minutes, capture outcomes and ensure follow-through on decisions.
• Strategic coordination: Track key initiatives, follow up on actions and ensure progress across projects and departments. 
• Business insight and decision support: Prepare briefings, presentations and other communications demonstrating a strong understanding of the business, performance metrics and priorities.
• Stakeholder management: Act as a trusted liaison between the COO and internal/external stakeholders, maintaining strong relationships, clear communication.
• Confidentiality & discretion: Handle sensitive information with professionalism and sound judgement.
• Process improvement: Identify opportunities to streamline workflows, improve efficiency and enhance ways of working.
• Operational Support: Assist with day-to-day administration and operational tasks including travel, expenses, arranging offsite and ad hoc projects to keep the COO's functions running effectively. 
• Be part of the broader Business Support network. Work with and alongside EA/PA community, providing support, knowledge transfer, and holiday cover.
• Subject to the needs of the business and demand of workload this role in the future may supports multiple stakeholders.

Role Requirements: 

Skills/Competencies Required: 

• Relationship building – must be customer focused; ability to establish and maintain good working relationships with both internal and external parties.
• Team Player – ability to work well in a team as well as on own initiative.
• Organisation/Planning – Plans, organises, schedules and budgets in efficient, organised manner.
• Focuses on key priorities.
• Communication (oral) – Communicates well one on one and in small groups. Keeps people informed of situation regarding business issues.
• Communication (written) – Writes clear, precise, well organised documents using appropriate vocabulary, correct grammar and word usage.
• Artificial Intelligence – keen interest in exploring AI solutions for process improvement/efficiency
• Stable and poised under pressure.
• Resourcefulness/Initiative – Passionately finds ways over, around, or through barriers to success.
• Achieves results despite lack of resources. Goes beyond the call of duty. Shows bias for action. A results-oriented “doer”. Excellent problem-solving abilities.
• Adaptability – Not rigid. Copes effectively with complexity and change.
• Confidentiality/discretion.
• First Impression - Professional in demeanour. Creates favourable first impression.

Qualifications: 

• Educated to at least A-Level standard.
• Formal secretarial qualifications e.g. diploma – advantageous
• Microsoft Office - PowerPoint- intermediate/advanced level

Experience:

• Previous admin experience in a fast-paced, corporate environment - essential.
• Experience of working as a Legal Assistant or in the Insurance/Financial environment - desirable.
• Experience of managing conflicting priorities and multiple stakeholders to deadlines.

This job description describes the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, skills, responsibilities, knowledge, etc. These may be subject to change and additional functions may be assigned as needed by management. #wspi

Westfield Specialty International Culture

Our culture is centred around three core values: Excellence, focused on high performance, agility and embracing change; Ambition, where inquisitiveness, challenge and a bold approach is encouraged; and Collaboration, delivering shared goals through collective expertise, diversity of thought and transparency. All three are underpinned by Reward & Recognition, where people are supported & respected, and success is celebrated.