Executive Assistant And Office Manager

The Lloyd's Market Association (LMA) has a vacancy sitting within the Business Support team, providing full Executive Assistant (EA) support to a member of the Leadership Team. Core remit includes extensive diary management, inbox management, collating and assisting in the production of communications, coordinating travel and itineraries and organising events and meetings.

The role holder will also be responsible for the provision of a safe and tidy working environment, managing the relationship with the LMA's service providers and Office suppliers, whilst ensuring the LMA's compliance with current health and safety legislation. Alongside managing all aspects of the office space / infrastructure planning, including moves, refurbishments and changes to workstations.

This role plays an essential part in providing high level support to the wider LMA and supporting the Business Support Team Manager.

Job Purpose

To act as the Office Manager whilst providing full EA support to a member of the LMA Leadership Team, operating as a gatekeeper. The role holder will work collaboratively as a member of the Business Support team to meet with overall LMA business needs. The team will meet regularly and have familiarity with shared workloads. Although the position will be aligned to a functional area it will not be strictly exclusive. During busier periods, you may support colleagues who hold functional responsibility for other Leadership Team members.

Key Accountabilities

• Full Diary Management: Complex diary management for a member of the Leadership Team
• Diary support: For an additional individual
• Meetings: Organise internal and external / committee meetings
• Event Management: End to-end organisation and management of both internal and external events:
• Travel: Arrange travel, hotel accommodation and itineraries within budget constraints
• Creation of business documentation including PowerPoint presentations in accordance with branding guidelines
• Assist with the development and delivery of business area specific communications - internal and external
• Team Tracker: Take ownership and proactively track progress against the team(s) projects and report on progress in line with the Engagement Strategy
• Office Management:
• Health & Safety including the provision of annual DSE assessments, staff training, annual H&S inspection, PAT testing, risk assessments and communications
• Carry out office inductions for all new staff members
• Manage all Lloyd's pass holder requests and cancellations including hospitality passes
• Manage all aspects of the office space / infrastructure planning including moves, refurbishments and changes to workstations
• Facilities management; manage relationships with Landlord, Facilities and Security, attend building user group meetings
• Manage office suppliers and monitor expenditure; process invoices and source new suppliers where applicable
• Send timely communications to all staff with information about the office, Lloyd's and / or the City i.e. warnings of train strikes
• Proactively engage in the LMA Charity Committee; organise and promote charitable events
• LMA All Staff Forums: End to end management of LMA Staff Forums:
• IMIS updates: Proactive ongoing management of the member database (IMIS) ensuring content is kept up to date for all member companies under the guidance of the Communications team and your Leadership Team member(s)
• Website: Proactively update the LMA's website pages in a timely manner under the direction of the business area(s)
• Reception Cover: Cover the LMA reception desk during busy periods and periods of absence (holiday and sickness, for example).
• LMA Culture: Organise events, services & activities and create communications to positively enhance the LMA internal culture and environment i.e. social, charitable activities
• Build and maintain good working relationships with members, in particular counterparts from Managing Agencies and other relevant organisations including the Corporation of Lloyd's, LMG, LIIBA, IUA, DXC etc
• Maintain a high level of confidentiality, sensitivity and political awareness when dealing with highly sensitive data and operating as gatekeeper of your respective Leadership Team member(s)
• In addition to the above key accountabilities, you may be required to undertake other duties, from time to time, as the organisation may reasonably require

Education and Qualifications

The role requires individuals of A-level / equivalent calibre

Experience

• Excellent diary management
• Email management for senior managers
• Project management
• Travel coordination and event management
• An ability to manage various systems and processes, creating standard operating procedures for tasks that occur regularly / repeatedly
• Proven minute taking capability
• Excellent IT Skills (MS Office, Word, Excel and Power Point Presentations)
• Working knowledge of relevant legislation, including Health & Safety, as it affects office practice, ideally including the provision of annual DSE assessments, staff training, annual H&S inspection and risk assessments
• Displays an aptitude to maintain awareness of changes within current Health & Safety legislation to ensure that both continued compliance and up to date advice and support is delivered; liaising with external parties / agencies as required. Brings experience of implementing policy and practice in these areas
• Experience in facilities management, to include managing office space / infrastructure planning with expertise in office reorganisation, moves, refurbishments and changes to workstations