Executive Assistant - Maternity Cover.

This role will provide efficient assistance to the President of Consumer Lines, plus 2 Senior team members. General assistance to the Consumer team will also be included but mainly to the 3 Senior Managers. 

This is a fast-paced busy role for an experienced and proactive Executive Assistant. 

Support President, Consumer Lines & 2 Senior Managers 

Diary management - Manage complex diaries often with travel across differing time zones High level of juggling involved to ensure manager is able to prioritise key business issues.  You may have access to direct reports diaries and may be asked to support Chubb overseas visitors when in the UK. Regularly set up meetings, conference calls and/or video calls with a mix of both internal & external partners. Review diary on a regular basis to establish whether meeting rooms are required. Monitor and book meeting rooms using the on-line system and anticipate / respond to requests for catering. Ensure managers are prepared and have required documentation for meetings and occasional taking, typing, and distribution minutes for key meetings. Book dinners, lunches etc. (both internal and external) for the SPL team members as and when required Be prepared to take, type and distribute minutes for key meetings when required

Travel

Organise travel for 3 Senior managers including hotel, taxi and restaurant bookings Co-ordinate key travel requirements, i.e. VISAs Create and maintain AMEX profiles for all Senior members Consider the cost implications of travel bookings and chase up decisions and cancellations if required.  Must ensure the TRF is signed by the authorising manager

General Admin Tasks

High level of general administrative tasks, such as:

Submit expense reports for all Senior manager members Responsible for meeting and greeting external visitors Organise business cards for the team as and when required Maintain department organisational charts Enter invoices onto purchase order system and chase up outstanding / pending invoices Produce monthly invoices for both 02/Vodafone  Prepare presentations and bind material when required Order stationery for the team Collate and distribute weekly whereabouts Draft/collate/prepare reports e.g. Boards / Committees / Senior Management

Event Planning

Goal Plan Page Comments Goal Plan Page Attachments Arrange events to encourage team building, team lunches, Christmas parties and Charity days.  Organise Consumer yearly conference.  Management offsite meetings 

 

DESIRED SKILLS AND EXPERIENCE

Experience in a similar EA role Have excellent PC skills, especially MS Office with strong knowledge of Excel. Ideally have knowledge of Insurance. Be an enthusiastic, approachable and highly motivated team player. Have excellent verbal and written communications skills Be resilient under pressure with good attention to detail Good analytical skills Be efficient, well organised and adaptable to a changing environment.