Team Assistant - Fixed Term Contract - 1 year

Team Assistant to Charles Taylor Adjusting Executive Team - London - Insurance

The Role:

Charles Taylor are a professional services provider to the insurance industry. Our loss adjusting executive team are recruiting for a Team Asistant for a 1 year maternity cover position. The objective of this role is to provide high-level support to the Charles Taylor Adjusting Exec Team and deputise for the PA to CEO in her absence.

Responsibilities:

• Manage complex calendars and diary management for the Exec Team arranging internal and external meetings.
• Process and submit expenses for the Exec Team and assist in the monitoring of expenses for SMT.
• Preparing invoices for approval and submitting for payment. Keeping a tracker of all Consultants invoices and ensuring they fall in line with agreed SOP.
• Manage the CTA email groups and distribution lists, working with other admins globally to keep all groups up to date, raising IT requests when necessary.
• Being the point of contact for the monthly Vodafone billing, arranging for reports to be sent and flagging any unusual charges.
• Assisting Legal and Compliance team by:
• Being point of contact for expiring Time Bars, includes daily monitoring and keeping a register of actions for audit purposes.
• Being point of contact for Conflicts of Interest, logging any reported conflicts and following up on actions.
• Preparing the SMT monthly update paper and assisting with arranging papers and agenda for the CTA Exec monthly meeting.
• Coordination of three 2-day management conferences a year in; Asia Pacific, Americas and London, including; all meeting arrangements, travel, accommodation, presentations and associated material. May also include organising client functions, collaborating with local office teams and working to a budget.
• Setting up regular global Business Development training and workshops with external parties.
• Deputing for the PA to the Chief Executive in her absence. Assisting the PA to the Chief Executive in working with the Head of HR to drive:
• Employee engagement survey
• Performance Management process
• Reward process
• Employee relations; disciplinary investigations
• Key talent and succession planning
• Team lifts
• Acquisitions
• Assisting in organising extensive logistical itineraries including booking flights, complex visas, hotels and ground transportation when required.

Additional Responsibilities:

• Minute and action taking.
• Arrange team and office social events as required.
• Creating and amending PowerPoint presentations.
• To learn new tools and techniques as required to carry out current tasks more efficiently within the scope of this position.
• Assist with Lloyds passes, CILA and CII membership renewals.
• Ad hoc assistance for SMT and Executive team, keeping organisational charts up to date.
• To receive and welcome visitors and to liaise generally in a professional and courteous manner with clients.

If you would be interested in this exciting, high impact position, please do reach out via the link below.

Contact information

Shiva Prashar