Personal Assistant

We have a newly created role for a bi-lingual Personal Assistance to join a global Insurance Group based in their Brussels office providing full PA support to the team. This role will suit someone with 1 years PA/Admin experience who is looking for the opportunity to develop within a fast pace environment. You will provide full team diary management for internal and external meetings, including coordinating schedules, meetings, and appointments, preparation of agendas, documents, and materials.

Duties will include

• Global diary and travel management, with the ability to juggle ever changing diaries and priorities.
• Handling routine administration task to along the team to prioritise effectively and focus on strategic, high-priority and value added tasks and projects.
• Act as one of the points of contact among executives, employees, clients, and other external partners.
• Take meeting minutes and actions and distribute to relevant stakeholders in a timely manner.
• Proactively manage, coordinate, and monitor the execution of tasks and projects, sending reminders to relevant individuals to ensure timely completion and adherence to quality standards. Provide regular status updates to the key stakeholders.
• Board Support - assist with the management oversight and production of board packs.
• Producing all documents, reports and client pack, to include prep for the board, legal and compliance meetings.
• Support the on-boarding and documentation production process for any new employees and divisions.

Regulatory / Legal Support:

• Maintain a register of underwriting authority of each PCP/PRD
• Maintain a register of PCPs/PRDs in training and the timing of completing any required training in accordance with relevant regulations.
• Maintain the companies shareholder register.
• KYC on-boarding requests from clients.

Office Management:

• Front of house administration, to include meeting and greeting of all new visitors to the building.
• Responsible for all office stationery, suppliers and contract management.
• Liaising with building managers and ensuring that all H&S policies are in place.
• Producing stable policy and procedures to ensure the smooth running or all administration functions within the office.

Minimum Qualifications, Skills & Experience

• 1+ year administrative/office experience preferred.
• Strong written and spoken communication skills to enable communication at all levels.
• Highly organised and efficient.
• Ability to handle a varied workload and competing priorities.
• Proficiency in the Microsoft Office Suite, particularly Word, Excel, and PowerPoint.
• Willingness to work extended hours, as required.
• Excellent attention to detail.
• Ability to support success and timely delivery in a complex, multi-disciplinary environment