Executive Personal Assistant - Thomas Miller Insurance Jobs in London

Job Description

About the Executive Personal Assistant Jobs in London Thomas Miller Insurance

Executive PA

Reports to: Chief Underwriting Officer and Chief Claims Officer

Direct Reports: Karen Foster

Working Arrangements: Monday to Friday, 9.30 – 5:30 (1 day WFH)

Summary

The aim of this role is to provide proactive, flexible and professional Executive PA support to the

Chief Underwriting Officer and Chief Claims Officer

Duties & Responsibilities of Executive PA

• General secretarial duties including dealing with post, typing, filing, photocopying, scanning, telephone calls, appointments and messaging. Use of Word, Excel, PowerPoint, Outlook, CRM, TMXM and Diligent as required.
• Extensive and often complicated diary management (inclusion of all regular Board & Committee meetings as well as maintaining specific IG meetings and other key Management meetings).
• Collation and distribution of Creditworthiness papers and taking the minutes of that meeting.
• Obtaining signatures for budgetary and other financial documentation.
• Supporting the business on projects and initiatives (events, seminars and conferences), as required.
• Coordination of all travel commitments and processing of all TMXM travel plans and expense reports, including itinerary preparation.
• Approving & recording team absence using the MyPortal system – For the Underwriters, Claims Syndicate Managers & Contract Review Director
• Assist with the timely preparation of agendas/minutes/actions for daily schedule, internal and Board/Committee meetings and follow up as required.
• Supporting the Compliance & Risk Officer with the production and distribution of the GARCO (Group Audit & Risk) agenda papers; with support of the Secretariat Department.
• Printing and putting into clear order the agenda papers prior to IG Sub-Cmte meetings.
• Taking meeting minutes as required (SCD).
• Taking meeting minutes as required (Claims forum)
• Actioning adhoc changes / bulk amends in EQMS when instructed
• Management of the NCB spreadsheet
• Keeper of the keys to the Guarantees safe, and management of its log.
• Working with a variety of internal and external visitors and clients and acting as a gatekeeper, as appropriate.

Person Specification:

• Strong IT skills
• Strong team-working and collaboration skills
• Strong written and oral communication skills
• Pro-active and able to use own initiative
• Flexible and committed individual