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Team Assistant/Events Coordinator (job description)

Department: Claims Management
Reports to: Global Claims Director

Overall Role Purpose:

To provide administrative and project support for the Claims, Corporate and Finance Directors, including event management, detailed and complex diary management, meeting support, and travel planning.

Key Responsibilities:

PA Support

  • Internal and external diary management and travel arrangements
  • Email monitoring and actions for the Claims Director
  • Document preparation - reports, briefings, correspondence, PowerPoint
  • Presentations, etc
  • Preparation of Board Papers

Event Management

  • Inhouse Seminars - 1 to 2 seminars per month
    - Manage the requests for internal seminars and create a schedule of future topics
  • Corporate Events (External)
  • Members Week – annual event
  • For external events responsible for:
    - Source & book venue, arrange catering
    - Send invitations and manage the attendance list
    - Co-ordinate presentations
    - Manage on the ground logistics on the day of the event

Financial support

  • Reconciling expenses and credit card statements for all Directors as required

Committees and Boards

  • To co-ordinate and schedule internal and external meetings ensuring highly effective diary control and the preparation and dissemination of materials
  • Regulatory Filing on behalf of the Company Secretary

Travel Booker

  • Part of the team of travel bookers for West act as a point of contact to arrange travel and accommodation through the Company’s provider ADP.

Administrative Support

  • To provide a full administrative and secretarial support to all Directors, including drafting reports, letters, articles and speeches where appropriate.
  • To undertake the necessary preparation for meetings i.e. preparing background material and ensure that all project files are kept up-to-date
  • To implement and maintain an efficient filing system to provide structure and an effective reference resource at all times

Personal Responsibilities

  • Lead by example and demonstrate desire to share expertise, knowledge and skills with other team members
  • Take responsibility for the implementation of initiatives within own sphere of duties
  • To prioritise and organise own workload to be able to deliver against deadlines

Other

  • To undertake any other duties which are consistent with the basic objectives and or/ duties of the post

SKILL SPECIFICATION

SKILLS ESSENTIAL / DESIRABLE

Key Experience

  • Excellent communication skills (both verbal/written) achieved whilst supporting a senior level team.
  • Excellent interpersonal skills to be able to liaise effectively at all levels.
  • Confident, assertive whilst maintaining confidentiality and discretion.
  • Methodical and pragmatic approach to working.
  • Ability to meet deadlines.

Skills / Ability

  • Able to prioritise own workloads and to be able to work on one’s own initiative.
  • Excellent organisational and administrative skills.
  • Advanced knowledge of Microsoft Office 2010 - Word, Outlook, Excel, PowerPoint
  • Polite, professional, customer-oriented telephone manner
  • Organised and methodical. Ability to multi-task.
  • Excellent attention to detail, flexible, adaptable and prepared to be ‘hands on’.
  • Client focussed.
  • Ability to work as part of a team.
  • Ability to draft clear and focused letters and reports.

Knowledge / Experience

  • Proven experience of working at Director level.

If you wish to be considered for this role, please email us your CV and salary expectations along with a brief summary of the role you would like to apply for.