Executive Assistant

Title:

Executive Assistant

Company:

Everest Advisors (Uk), Ltd.

Job Category:

Administration

Job Description:

About Everest:  
Everest Group, Ltd. (Everest), is a leading global reinsurance and insurance provider, operating for nearly 50 years through subsidiaries in North America, Latin America, the UK & Ireland, Continental Europe and Asia Pacific regions. Throughout our history, Everest has maintained its discipline and focuses on creating long-term value through underwriting excellence and strong risk and capital management. Our strengths include extensive product and distribution capabilities, a strong balance sheet, and an innovative culture. Our most critical asset is our people. We offer dynamic training & professional development to our employees. We also offer generous tuition/continuing education reimbursement programs, mentoring opportunities, flexible work arrangements, and Colleague Resource Groups.  

Purpose of the Role:

As the EA to the MD, you will primarily provide EA support with some team support. You will be an excellent communicator, able to confidently deal with a variety of internal and external stakeholders. You will ensure meetings are managed efficiently, co-ordinating agenda’s and supporting materials to ensure the entire team are able to work together in the most effective way. Through consistent and proactive support, you will enable the MD and wider team to make the best use of their time and allow them to meet the strategic needs of the business as one team.

And as part of the wider international support team, you will collaborate and share best practice, whilst role modelling skills in engagement and striving for continuous improvements. 

Responsibilities:

Executive diary management and Coordination

• Managing the MD diaries, using your judgement and knowledge to make decisions and choices relating to meetings bookings and timings, ensuring you effectively balance the needs of the business and with the needs of the MDs, allocating time for projects, strategy work and business as usual activities.    

• Planning and organising meetings and executive committees at all levels, anticipating demands and being aware of the governance calendar and how that supports the teams work and objectives

• Full coordination of meeting scheduling and cycles ensuring preparation time for the meeting, preparing minutes for meetings and making sure action points are followed up on

• Preparing relevant documentation and co-ordinating the collation and timing of documentation from others 

• Liaising with clients and managing meetings, building relationships with external EA support to work most effectively together   

• Working with the Company Secretary to plan an annual meeting calendar and co-ordinating all ILG led international meetings and events

Travel management and expense management

• Planning and organising complex travel itineraries, preparing travel packs where necessary, working with the appropriate local support team to ensure the best use of people’s times during visits to offices and locations

• Responsible for preparation and submission of expense claims using the Expense Management system (Concur), coordinating expenses approval for MD’s and their direct reports. Understanding the appropriate travel and expense policies to manage expenses

Information and documentation management, including internal and external communications

• Monitor emails to ensure appropriate and timely responses. Maintain filing of messages and using your knowledge of their roles and responsibilities to manage requests and priorities

• Preparation for meetings including, preparing and reviewing packs for meetings and presentations. Being available to support different types of meetings, in person and on-line

• Working with our internal PR office to co-ordinate timing of external communications and respond to sector news related to Everest

• Supporting the leadership team to manage internal communications, working with the communications team in the U.S. to ensure our approach is consistent and effective

Work / life balance support to the MD

• Arranging ad-hoc appointments, meetings, personal travel and itineraries

• Building an excellent working relationship to enable you to support them to balance their work and personal lives

Person Profile

Essential Experience

• Extensive EA experience, supporting executive leadership teams, including C Suite executives

• Experience supporting more than one person with a proven track record of implementing creative solutions to the challenges of co-ordination of work and diaries

• Experience preparing meeting agendas, committee packs and completing minutes for those meetings

• Proven experience managing high-level, complex diary and travel management worldwide

• Experience playing the role of coach to the wider support team

• Some experience working in financial services

Desirable Experience

• Experience of working in the Insurance sector

• Line management experience

Skills, Abilities & Attributes

• Fantastic interpersonal skills and a confident communicator

• An ability to manage several stakeholders with competing demands

• Can work with discretion and use experience and judgement to involve appropriate people in processes and decision making  

• A willingness to learn and solve problems and work proactively with minimal supervision

• Excellent attention to detail, time management and organisational skills

• Co-ordination, planning and organisation skills with the ability to prioritise tasks and adapt to new and changing priorities

• Excellent IT skills, proficient in Microsoft Word, PowerPoint, Excel and Adobe Acrobat

Type:

Regular

Time Type:

Full time

Primary Location:

London

Additional Locations: