Purpose

To provide seamless and proactive support to member(s) of Flood Re’s Executive Team.

Principal Responsibilities

Executive Support

• Provide comprehensive diary management for allocated Director(s) and team(s) responding to diary requests in a timely manner, setting up meetings with all logistical arrangements – meeting rooms, collation and distribution of relevant meeting papers, liaising with building security, meet and greet visitors and guests.
• Support the Director(s) with the production, collation and distribution of Board and Committee papers.
• Support sub-committee a meeting, prepare and distribute agendas and documentation, attend meetings, take and distribute minutes.
• Travel itinerary planning for business trips and conferences including booking cost effective travel and accommodation in line with Flood Re’s expenses policy.
• Provide a full range of administrative support as required.
• Support the Director(s) with stakeholder management, support internal and external communications.
• Process corporate and personal expenses and invoices ensuring compliant with Flood Re’s policy and approval process.
• Provide cover for Executive Assistant colleagues during times of absence.
• Coordination with Other Departments: Working closely with HR, IT, and other departments and third-party service providers to ensure seamless operations.
• Attend and effectively support and contribute to monthly EA team meetings to help Executive Management deliver on agreed ambition, and strategic objectives and priorities.

Office Management

• Oversee the daily running of the office environment, ensuring it is efficient and professional.
• Act as the main point of contact and liaise with building management team as required to ensure office is well maintained, including keeping a log of issues raised.
• Manage office supplies, equipment, and procurement.
• Assist HR with coordinating first-day arrangements for new joiners and last day arrangement for exiting employees based in Cheltenham.
• Ensure health & safety and compliance procedures are maintained. Any other ad-hoc duties as required.

Knowledge and Experience

• Demonstrable relevant experience at Executive level ideally within the financial services or insurance sector.
• Excellent communication skills both written and oral.
• Confident to engage with senior management, internal and external stakeholders.
• High level of professionalism, discretion, judgement, attention to detail and ownership for the delivery of high-quality work.
• Ability to work as part of a team.
• Confident in the ability to use own judgment and make decisions to prioritise, challenge, negotiate and influence.
• Strong organisational skills with the ability to prioritise a busy and often conflicting workload.
• A flexible and professional approach and the ability to remain calm under pressure.
• Excellent Microsoft Office skills to include Word, Excel and PowerPoint. Knowledge and experience of Visio and MS Project would be beneficial but is not essential.
• Strong judgment and discretion when handling confidential information.
• Knowledge and experience of Board Intelligence or similar tool for publishing Board and Committee papers would be beneficial.
• Advanced written communication and minute-taking ability is desirable.