The role
The EA/ Team Assistant provides comprehensive business support to the UK CUO and Group Head of D&F, and the D&F Underwriting team, and may from time to time support other executives. The EA/ Team Assistant plays a crucial role in ensuring exceptional client service, delivering high-quality executive support services, and demonstrating excellent self-management and collaboration skills.
Key accountabilities
*Act as the first point of contact for people wanting to reach the UK CUO and Group Head of D&F, and the D&F Underwriting team.
*Be consistently available, proactive, and responsive, prioritising the needs of the UK CUO, the Group Head of D&F, and the D&F Underwriting team.
*Efficiently handle scheduling, gatekeeping, and time management for the team.
*Arrange travel itineraries, bookings, meetings, and transfers for the team, ensuring seamless travel arrangements and a comfortable experience for team members.
*Establish and maintain positive relationships with key stakeholders within the company.
*Collaborate with other EAs on meetings, projects, and deadlines.
*Anticipate and plan for various deadlines and follow-ups within the Underwriting Team and CEO Office.
*Manage all incoming and outgoing communications, including calls, emails, reports, and letters.
*Proactively manage and organise the inbox, prioritising tasks and demands.
*Process all expenses for relevant team members accurately and in a timely manner.
*Demonstrate exceptional organisational skills and attention to detail in managing deadlines.
*Identify opportunities to enhance office processes and systems to optimise company operations.
*Contribute to the development and implementation of efficient administrative procedures.
*Assist in the creation and maintenance of office manuals and guidelines.
*Assist with daily ad-hoc office management issues as they arise.
*Support onboarding processes for new team members and facilitate smooth offboarding for departing employees.
*Provide coverage for other EAs during their holidays or sick days.
*Be available for on-call duties during peak periods or urgent situations.
Coordinate team events, ensuring adherence to budgetary constraints and established processes
Skills & experience
*Experience in a similar role or corporate environment.
*Strong Outlook skills.
*Experience working with MS Office (Word, Excel, Powerpoint)
*Discreet and trustworthy when handling confidential information.
*Excellent oral and written communication skills.
*Proactive and able to take initiative to anticipate needs and solve problems.
*Demonstrates tact and diplomacy in handling sensitive situations.
*Understanding of operational systems and processes to facilitate efficient workflow.