Description
As a Team PA, you'll provide comprehensive support to the team by managing travel arrangements, organising events, and coordinating meetings.
Your role will also involve managing filing systems, collaborating with other departments, and ensuring all administrative tasks are completed efficiently and with attention to detail.
This role is perfect for someone who thrives in an administrative environment, is highly organised, and enjoys working as part of a team.
Responsibilities
- Organise local and international travel arrangements, including visas, insurance arrangements, and preparation of travel itineraries
- Organise team events and corporate hospitality, ensuring all events are delivered effectively
- Liaise with other support areas, such as Service Desk, Facilities, post room, and AV support
- Liaise with reception and client services to ensure meeting rooms and refreshments are booked for all external and internal meetings
- Produce a wide variety of documentation using appropriate software packages, including reports, itineraries, presentations, letters, and spreadsheets
- Process invoices and check and reconcile expenses for the team or nominated individuals
- Liaise and work collaboratively with the other administration resource in the Division as required
- Exercise a high degree of discretion and confidentiality, especially when dealing with privileged information and sensitive issues
- Determine priorities and activities to achieve business and personal goals
- Manage assigned projects and contribute to other projects as required
- Provide relevant information to senior management
- Ensure up-to-date records are always maintained on the Company systems for the department
- Manage and utilise document management systems, including printing, copying, scanning, assembling, and uploading
- Manage and utilise archiving, filing, and other systems on behalf of the whole department
- Keep informed of all regulatory and legal changes which impact on the job role
- Respond appropriately to urgent issues as they arise
- Respond to the division's requirements as appropriate
- Respond to clients' (both internal and external) requirements as appropriate
- Proactively manage complex diaries, coordinating meetings and ensuring effective scheduling and prioritisation of commitments
- Support the preparation and organisation of meetings, including coordinating logistics, materials, and agendas where required
Requirements
- Working in an office environment in an administrative capacity and a desire to work in insurance
- Understanding of processes and procedures
- Attention to detail with ability to produce accurate documentation and to file documents appropriately
- Ability to work effectively within a team
- Prioritisation and organisational skills
- Self-motivated
- Competent IT skills, including Microsoft Word, Excel, and PowerPoint
- Ability to communicate effectively, both verbally and in writing, with internal and external stakeholders
What we offer
- A career that you define
- We're committed to providing reasonable accommodations at Howden to ensure that our positions align well with your needs