Executive Assistant

About usThe Fidelis Partnership is a leading specialty, bespoke and (re)insurance business. We have built our name on a 40-year track record of outperformance, and we continue to beat the market in our underwriting and returns. More information on The Fidelis Partnership can be found at www.fidelispartnership.com/The Company currently writes lines of business including; specialty insurance: aviation & aerospace, energy, marine, property, terror & political violence, contingency and other specialty lines; reinsurance: property reinsurance, property retrocession, specialty reinsurance, whole account/multi-class and bespoke.Role OverviewThe role is responsible for providing Business Support to Executive, Senior, and Function Heads within the Treaty Underwriting team.Role ResponsibilitiesExecutive /Personal AssistantGatekeeper ensuring comprehensive and accurate calendar managementInbox management when required, drafting correspondence and reviewing / summarising documents as neededAssist designated functional teams with general administrative tasks as requiredWork closely with the Executive team to ensure workstreams are on trackManage all deliverables, expenses and travel and invoice trackersManage all aspects of Executive travel and associated meetings including presentations, legal documents, accommodation, transfers, meetings, conference fees and compliance paperworkEnsure travel is documented in the travel tracker and travel process is followedCEO Office Assist with tracking and managing deliverables for the CEO Office, Executive Committee, and Management Committee including managing and tracking action items, deliverables, daily updatesSupport with preparing slides and presentation materials for business meetings; ensuring all marketing materials are correct and signed offAssisting with Projects as requested by the CEO Office, Executive Committee, and Management CommitteeBoard & Committees Support Support Company Secretary with board prep, events coordination and hosting including but not limited to materials preparation, scheduling, and administrative supportAct as Secretary to the assigned Committee and ensuring that items are on the agenda per the schedule, circulating action points and following up on action points being completed.Act as back-up Secretary to assigned Committee (3rd level support)As requested, execute various Administrative tasks related to Committees including meetings start / set-up, minutes/actions documentation and publication, and actions follow-up.Assist assigned Committee with the selection and implementation of internal / external eventsBusiness Change ManagementAct as Business Change Champion assisting IT and Business Operations with user acceptance testing, deploy, and business change management.Office ManagementPurchase office equipment and supplies as necessary in line with company procedures ensuring office supplies and all services are provided to staff efficiently and cost effectively (couriers, taxis, mail, lunches, office snacks, towel service, etc)Coordinate office works, movements, happenings, visitors and keeping staff informedCoordinate allocation of office space to employees including seating, lockers, etcCoordination and tracking office budget ensuring Fidelis processes are followedAssist the Finance Team with the coordination of credit card issuance, tracking, and settlement ensuring Fidelis processes are followedCoordinate the supply of business cards, stationery and Fidelis marketing materials as neededEngage external vendors on the company’s behalf to ensure all office requirements are met including obtaining the best possible rate for the organisation (commercial cleaning, security, etc.)Coordinate Health & Safety for the office including desk assessments, health and well-being programme, fire safety standards etcCoordinate events for the company including internal and external social events and external client broker eventsCompany Calendar administration for your entityReception / Front of House Ensure all aspects of FOH Admin and related HR policies and procedures are adheredOperate the switchboard promptly and efficiently, ensuring all calls handled in a timely mannerDeliver the professional greeting of brokers, clients, visitors, and employees, to the highest standardsArrange any ad hoc couriers, taxis, or lunchesWork with IT Infrastructure to ensure that all meeting room equipment is functioning and ensure all faults are rectifiedSupport staff with room bookings, VC support, etcAssist in the scheduling and set up of the Townhalls, Quarterly Updates, and other group and entity meetings ensuring smooth runningEnsure reception is covered during standard business hours by being personally positioned on the reception desk.Coordinate alternative cover with Facilities Manager for holidays, sickness, security cover etcEnsure visitors booking in / out is maintained and adhered to at all timesCoordinate events for the company including internal and external social events and external client broker eventsCompany Calendar administration for your entityResponsibilities include supporting the Business Support and Administration Manager with planning and execution of Office and Facilities tasks & activities as requestedSkills & ExperienceA minimum of 3 - 10 years’ experience in an office administrative role in an international companyStrong organizational and administrative skills, including proven ability to manage multiple deadlines simultaneously whilst maintaining attention to detailDiscretion and trustworthinessFlexibility and adaptabilityGood oral and written communication skillsOrganisational skills and the ability to multitaskThe ability to be proactive and take the initiativeTact and diplomacyExcellent communication skillsMust be able to work independently, as well as team playerSolid understanding of the Microsoft Office 365 suite of applicationsExperience in supporting and managing all levels of management seniorityMust be able to remain calm under pressureStrong analytical and problem-solving skillsThe Fidelis Partnership EthosOur culture is defined by our ethos. It is the foundation of who we are and the core of everything we do.Results – We want to be the best at the things we care about, so we focus on profitability over volume, with responsive decision-making and clear prioritised accountability.Innovate – We aspire to lead the market in providing the services and products our clients need, and to drive change in the broader impact our industry has on human rights, society, and environmental sustainability.Include – We create an environment where employees can bring their whole self to work, with open communication where everyone, irrespective of gender, ethnicity, sexual orientation or background, feels able to contribute ideas and be recognised and rewarded for their contributionUnite – We operate as team of individual talents that actively seeks to reflect the diversity of the societies in which we operate, giving our business the widest range of inputs and perspectives.Respond – We work in a business exposed to sudden shocks and changes – elemental, political, economic and human – so we remain nimble and ready for change.Diversity, Equality & InclusionOur vision is for a workplace culture where differences are valued and where diversity of background, experience and thought are welcomed. We want to create an environment where all employees, regardless of who they are, are given equal opportunities for career progression and enjoy fair reward from their and The Fidelis Partnership successes. This will be driven by a workforce that embraces Diversity and Inclusion at every level, in every department across The Fidelis Partnership.