Team Assistant

Team Assistant - 6 Month Contract

The Opportunity

We are currently recruiting a Team Assistant on a 6 month Contract to provide comprehensive and proactive administrative support to a designated line manager and a group of underwriters.

• Anticipates and considers requirements, whilst ensuring managers are kept up to date and aware of any departmental issues.
• Reacts appropriately to each situation.
• Demonstrates flexibility and adaptability through their work and approach.
• May be asked to support remote managers and their teams.

Key Responsibilities:

Diary Management

• Diary support provided to key managers and respond to meeting requests on their behalf
• Regularly sets up meetings for key managers
• Manager(s) maintain control over diary
• Will have diary access to all members of the team(s)
• May be required to organise occasional meeting(s) for other team members but generally has access to diary in order to respond to queries regarding whereabouts only
• Manages ‘bring forward’ system for key managers when required
• May be asked to support Chubb overseas visitors when in the UK

Meetings

• Regularly sets up meetings, conference calls and/or web-ex’s for managers
• Reviews diary on a regular basis to establish whether meeting rooms are required – booking / cancelling rooms as required
• Ensure managers’ are prepared and have required documentation for meetings
• Liaise with peer group for internally based meetings
• May be responsible for taking, typing and distributing minutes for key meetings

E-mails

• Manages managers’ e-mail during periods of absence or at a high level only
• May review contents of inbox and respond on managers’ behalf
• Response levels may alter depending on accessibility of manager
• Prints e-mails / attachments as requested

Travel

• Regularly organises and co-ordinates straight-forward travel, e.g. London to Paris, London to Glasgow (direct from A to B with limited time zone challenges) for all managers, including accommodation and transfers where appropriate
• Prepares itinerary for business trips (copy for spouse / partner if required)
• Co-ordinates key travel requirements, i.e. VISAs
• Responsible for creating and maintaining AMEX profiles for all team members Responsible for considering the cost implications of travel bookings and ensuring appropriate approval has been given by authorising manager. All travel to be booked in

Expense Management

• Collates, checks and produces expenses for senior managers within area
• Maintains record of expenses for area to assist with budget and planning
• Invoice / purchase order management
• Enters invoices onto purchase order system
• Chases up outstanding / pending invoices
• May be required to keep record of purchasing for area to assist with budget and planning

Reports

• Depending on the area, this role may have some responsibility for report co-ordination, generation or data processing
• Monitors and collates information from regular reports, e.g. Prima, Cube, Pipeline, P&L, Salesforce etc
• Presentations
• Preparation of presentations and tender documents, where appropriate, likely to be using standardised templates
• Binds presentation material when required
• Collates and maintains appropriate levels of corporate brochures for the team