Team Assistant/Events Coordinator 

Department: Claims Management
Reports to: Global Claims Director

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.