Personal Assistant London, England
Job description
job description:
Personal Assistant / PA
12mths Fixed Term Contract to cover maternity leave
Hybrid working
London
If you thrive under pressure in a fast paced, complex and diverse role then this could be for you. You’ll be providing critical PA and administrative support to several senior members of the Finance Leadership team along with occasional administration support for their teams.
About the PA role
As a PA at Hiscox the support you’ll be providing is fundamental to the effective operation of those being assisted, and as such this presents a great opportunity but also a high level of accountability and responsibility. The role is diverse, therefore you must be adaptable and be able to prioritise and manage your workload appropriately. The role includes, but is not limited to, preparation and circulation of reports, arranging internal and external meetings, travel coordination, processing invoices and expenses, extensive diary management, event planning and minute-taking. Your ability to move from the more routine tasks to the more complex and back again is essential. It is critical that you can handle the range of activities, and the associated commercial pressure, on a ‘right first time’ basis.
What you’ll be doing in the role
- Extensive diary management and meeting scheduling (both internal and external) for a minimum of 3 busy executives, as well as ad hoc meeting assistance for the wider teams; responding quickly to requests and prioritising workload
- Booking boardrooms and arranging catering and IT equipment for meetings and presentations, as well as setting up calls and video conferences
- Booking virtual meetings through Teams, ensuring these are set up correctly and that external parties know how to use the system
- Arranging travel, both domestic and international through the Click booking system and detailed travel itineraries.
- Processing expenses, as well as invoices.
- Preparing agendas and documents for meetings, maintaining action and decision logs, and minute taking.
- Providing holiday and absence cover for other Pas
- Organisation of Group finance team monthly office days and bi-monthly newsletters.
- Managing IT requests and ensuring the team have the correct IT equipment for home working
person specification:
- Confidence and strength of character to manage individuals requiring different levels of support
- Ability to supervise your own workload and be self-motivated with the ability to use your own initiative and seek out information proactively
- Adaptable, flexible and willing to help others with a ‘can do’ approach
- Driven and committed
- Confident and outgoing, with a professional manner and a keen focus on customer service for internal and external stakeholders
- Flexible attitude to working hours as required
- Discreet and able to handle confidential information
- To be able to build relationships and rapport with others
Must haves
- Proven track record in a PA or team secretarial role within financial services or another fast paced environment
- Track record of supporting multiple stakeholders
- Education to A Level standard, or with appropriate secretarial qualifications or training. You should be highly proficient in writing clear and concise, grammatically correct English
- Excellent organisational and interpersonal skills, with the ability to effectively multi-task and prioritise workloads
- Strong time management skills
- Advanced Outlook, Word, and PowerPoint skills. With good understanding of Excel.
About Hiscox
As an international specialist insurer we are far removed from the world of mass market insurance products. Instead we are selective and focus on our key areas of expertise and strength - all of which is underpinned by a culture that encourages us to challenge convention and always look for a better way of doing things.
We insure the unique and the interesting. And we search for the same when it comes to talented people. Hiscox is full of smart, reliable human beings that look out for customers and each other. We believe in doing the right thing, making good and rebuilding when things go wrong. Everyone is encouraged to think creatively, challenge the status quo and look for solutions.
Scratch beneath the surface and you will find a business that is solid, but slightly contrary. We like to do things differently and constantly seek to evolve. We might have been around for a long time (our roots go back to 1901), but we are young in many ways, ambitious and going places.
Some people might say insurance is dull, but life at Hiscox is anything but. If that sounds good to you, get in touch.
You can follow Hiscox on LinkedIn, Glassdoor and Instagram (@HiscoxInsurance)
Diversity and Hybrid working
At Hiscox we care about our people. We hire the best people for the job and we’re committed to diversity and creating a truly inclusive culture, which we believe drives success.
We have also learned over the past few years that working life doesn’t always have to be in the office, and now it is safe to do so we have introduced hybrid working to encourage a healthy work life balance.
This hybrid working model is set by the team rather than the business to enable you to manage your own personal work-life balance. We see it as the best of both worlds; structure and sociability on one hand, and independence and flexibility on the other.
Apply now for further information
You can follow Hiscox on LinkedIn, Glassdoor and Instagram (@HiscoxInsurance)
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