Executive Personal Assistant

TT Club; City of London; Hybrid; GBP 35,000 - 50,000; Full time

Job summary

A leading insurance organization is seeking an Executive Personal Assistant to support the Senior Management Team, especially the COO. The role includes complex diary management, administrative support for Board meetings, and coordination of events. Ideal candidates will have over five years of experience in a similar role, excellent communication and planning skills, and proficiency in Microsoft Office. This full-time position is based in London, offering a hybrid work model.

Qualifications

• No less than five years of previous experience in a comparable role.
• Preferred industry experience in Insurance or Transport.
• Demonstrable experience of working for senior managers.

Responsibilities

• Manage complicated diaries for senior management.
• Provide general PA duties including handling correspondence.
• Coordinating and planning team meetings and conferences.

Skills

Diary management

Excellent planning and time management skills

Excellent communication skills

Proactive and initiative-driven

Tools

Microsoft Office

Job description

Executive Personal Assistant

Job Guide - Executive PA – TT Club

Reports to: Chief Operating Officer

Hours: Full time, Monday to Friday, 9:30am – 5:30pm

Location: London

Overall Objective of Role

To provide proactive, flexible and professional Executive PA support to the TT Club Senior Management Team, primarily but not limited to the Chief Operating Officer, Chief Technology Officer and Director of Risk & Compliance. Additionally providing project and ESG administrative support as required.

Main Responsibilities

• Working with a variety of internal and external stakeholders.
• Extensive and often complicated diary management.
• Supporting the client group on projects and initiatives (events, seminars and conferences).
• Handling general PA duties including dealing with the post, copy typing, audio typing, filing, photocopying, scanning, and managing telephone calls.
• Assisting with timely preparation and administration of agenda/minute/action items for internal committee and Board meetings.
• Providing support and cover to other secretarial team members to ensure continuity during holidays and absences.
• Being the first port of call for office-based enquiries; part of the team cover in the office presence throughout the week (4 days in the office and one day remote, or 5 days in the office if preferable).
• Working as an integral member of the secretarial team, providing general support to any member of the TT Senior Management Team.
• Coordinating and planning TT Senior team meetings and conferences as required, including the biannual global TT Underwriting conference held in London.
• Booking travel and managing expenses using the internal electronic system and providing training to new joiners on the system.
• Updating internal database(s), recording holidays and other absences.
• Administrative duties including updating the TT organisation chart, business continuity plan, and the TT new employee checklist.
• Supporting the Board Administrators with all aspects of planning and coordination of relevant Board meetings.
• Handling Member ESG requests, ensuring timely and consistent responses and building out expertise in this area.
• Managing SharePoint – acting as the main point of contact for TT Club, providing guidance and training, keeping relevant pages updated, and creating sites as required.
• Assisting with the Knowledge Management (KM) project.
• Performing any other duties as required.

Person Specification

• No less than five years of previous experience in a comparable role in a senior team environment.
• Preferred industry experience in Insurance or Transport.
• Ideally at least one year of working with a diverse range of team members/stakeholders.
• Demonstrable experience of working for senior managers.
• Excellent planning and time management skills.
• Excellent communication skills both written and verbal.

Job Guide

• Previous experience of preparing agendas and taking minutes.
• Excellent IT skills, including Microsoft Office (Outlook, Word, Excel, Teams, and PowerPoint).
• Excellent planning skills in all aspects of work from written documents to all administrative tasks.
• Ability to work autonomously but also as part of a team.
• Pro‑active and able to use own initiative.
• Professional and committed individual, with a flexible attitude towards working hours as required.
• Desire to learn about the business and take on new tasks where opportunities arise.

Thomas Miller is committed to considering candidates from a broad array of diverse experiences and backgrounds. Whether you are new to our industry sector, returning to work after a gap in employment, simply looking to make a transition or taking the next step in your career path, we will be glad to hear from you. If you believe that you could succeed in this role, even if you may not meet all of the qualification requirements, we encourage you to apply.

We welcome applications from all. If you require any reasonable adjustments to participate in the application or selection process, please contact us at [e-mail].