Hiscox

Personal Assistant

Hiscox

full-time

Posted on:

Location Type: Office

Location: London • United Kingdom

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About the role

  • Providing PA support to the Head of Specialty/Group Head of Hiscox Media and Entertainment; Head of Art and Private Client; National Schemes Manager
  • Complex diary management, arranging and prioritising appointments, organising internal and external meetings; issuing visitor passes for the London office
  • Extensive travel and accommodation arrangements (UK and International)
  • Handling confidential information
  • Co-ordination of the Monthly Specialty Divisional meetings and the Monthly Specialty Management meetings, including orchestrating content for agendas, compiling supporting papers and distributing meeting packs and being in attendance and taking minutes/actions for both meetings
  • Coordinating work experience placements for the Fine Art Team
  • Organising Lloyds and Art Tours
  • Onboarding process for New Starters and Graduates, including induction plans, travel arrangements, IT set up and equipment order
  • Preparing Quarterly Business Review packs
  • Assisting with various Board report submissions
  • Preparing accurate documents, as well as assisting with production of monthly reports and PowerPoint presentations
  • Preparing and submitting personal expenses
  • Managing the invoicing process: raising Purchase Order requisitions for suppliers and acting as a point of contact for any payment queries
  • Meeting and greeting internal and external visitors at all levels of seniority
  • Coordinating broker and team events, ranging from broker golf days with evening entertainment, high end dinners/private dining, annual wine tasting committee, to larger events for hundreds of people including 5RB and MLRC every year
  • Organising regular boardroom lunches, predominantly for Fine Art
  • Providing cover and support for other assistants and building strong, credible relationships with the regional teams
  • Absence and holiday monitoring for Speciality and Fine Art direct reports
  • Inbox and email management for Head of Specialty

Requirements

  • Proven experience as a PA providing support within a professional environment
  • Educated to A-Level or equivalent
  • Advanced working knowledge of Microsoft Word, Excel, Outlook and PowerPoint
  • Efficient, proactive, with a ‘can-do’ attitude; takes initiative and makes things happen
  • Able to plan ahead and make accurate judgement calls on prioritising work tasks and multi-task
  • Able to make decisions – but know when to ask for assistance
  • Excellent attention to detail, organisation and co-ordination skills
  • Works well and delivers under pressure
  • Customer focussed who builds strong working relationships both internally and externally
  • Must have a confident and friendly manner
  • Well-presented and professional
Benefits
  • Flexible working hours
  • Professional development opportunities
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
diary managementtravel arrangementsmeeting coordinationdocument preparationinvoicing processPowerPoint presentationsreport submissionsagenda preparationminute takingpurchase order requisitions
Soft Skills
proactiveinitiativeattention to detailorganisation skillscustomer focusedrelationship buildingdecision makingmulti-taskingability to work under pressureprofessional demeanor
Certifications
A-Level or equivalent