Senior Executive Assistant at Halogen security

REPORTING TO: MANAGING DIRECTOR

JOB PURPOSE: The role provides critical support to the Managing director and undertakes administrative functions to ensure that the business development, operational and office management are carried out effectively and efficiently.

SALARY: Competitive

Principal Responsibilities

Executive assistance

• Arranging Board of Directors and management meetings (including client meetings) and minute where required
• Day-to-day management of the Managing director’s diary and meeting schedule and when necessary make presentation on behalf of the M.D.
• Liaising with clients at a high-level on the managing director.
• Setting up Business Planning meetings and coordinating all meetings in support of team efficiency; working with the Managing director and Head of Business Planning to ensure the team meets business planning targets.
• Supporting the Managing director to prepare information for presentations, media interviews etc
• Updating the CEO on key organisational issues when s/he is out of the office

Client management

• Preparing client project proposals and other new business proposals
• Undertaking client work as required to meet the needs of the business
• Preparing and managing client contracts/agreements
• Supporting Managing director in coordinating pipeline and work-flow
• Developing effective systems with the Managing director and ensure the smooth operations of the business
• Proactively managing all client project management systems and evaluation
• Taking a coordinating overview of all office systems to ensure their effective running and development.
• General office support
• Co-ordinating the filing and update of business documentation held in hardcopy and electronically (on ‘the cloud’)
• Co-ordinating submission of expense claims and recording of supplier invoices
• Managing office stationery and supplies
• Liaising with other service providers, including IT as required

Person Specification

• Knowledge, Skills and Experience Required
• Experience of working at Executive Assistant level with senior management and senior level clients, preferably at Board level
• A degree in any relevant course of study and MBA is an added advantage.
• Ability to manage complex and highly confidential information
• Comfortable working autonomously and across multiple tasks and reporting into different project working teams and staff members
• IT literate with some experience of working in a team in a small charity or company
• Numerate with the ability to present and analyse data
• Knowledge of advanced MS office applications, including Word, Excel and Outlook
• Excellent social skills, able to operate with diplomacy, tact and empathy
• A high degree of personal organisation and self-management
• Comfortable when working to tight deadlines, and able to turn work around within a short time span where demands are liable to change at short notice;
• Ability to think proactively and laterally to maximise opportunities to promote the work of the organisation
• A strong interest in the insurance industry.
• A general understanding of external and economic trends affecting the insurance financial sector.