Executive Assistant - Part Time

  • Negotiable
  • City of London
  • Mw Appointments

Executive Assistant - Part Time

2 to 3 days per week

Mon &Wed or Tue&Thurs to begin with and possibility of increasing to 3 days.

12 month Fixed Term contract - maternity cover

- City of London or WFH when CEO is travelling

- Salary £ competitive

An opportunity to join a dynamic international insurance business.

As the Executive Assistant (EA), you will support the CEO and when required other Board Directors. You will be pivotal to running the smooth operation of the company from communicating with stakeholders, organising company activities and management meetings/note taking.

Administration and Executive Support

* Carry out extensive diary management, including organising meetings, lunches and dinners for CEO, Board members and clients as required.

* Organise and co-ordinate travel, visas, car hire and accommodation for the CEO.

* Assist in compiling all monthly expenses for the CEO.

* Screen phone calls, enquiries and requests, and handle them personally when appropriate

* Meeting and greeting visitors at all levels of seniority

* Dealing with incoming emails and post, often corresponding on behalf of the CEO where appropriate and alerting them of all urgent matters immediately

* Organise meetings and ensure the CEO is well prepared for meetings

* Maintain annual leave records for the Executive Team as required, using HR System;

* Assist the Reception team and Executive Team Assistant when required.

Stakeholder Management

* Develop and maintain working relationships with other entities of the Group.

* Work with the other Executive Assistant's within the wider Group to coordinate Executive Team meetings and functions.

Production of Documentation

* Produce accurate documentation, take meeting notes and action points where requested

* Produce documents, briefing papers, reports and presentations using Excel, PowerPoint and Word

* Undertake background research on ad hoc topical areas related to the business as requested by the CEO and present findings in an appropriate format using Word, PowerPoint and Excel.

Event Management/Planning

* Assist clients/overseas visitors with their UK scheduling requirements (Hotels/transportation/tickets (theatre etc)/restaurant bookings)

* Co-ordinate with Reception team and Executive Team Assistant any 'in-house functions' and company 'event' invitations

* Organise and arrange overseas events and conferences

What you need to show …


* Previous experience in an Executive Assistant role (preferably in finance sector)

* Proficient in Outlook and a solid understanding and experience using Microsoft Office Suite

* Excellent organisational and communication skills

* Ability to prioritise and work effectively under pressure


* Experience in an insurance/reinsurance organisation

* Experience working with international organisations and remote teams

* Able to multi - task and adapt quickly in a challenging and pressured environment

* Ability to show initiative and be proactive

Ref ~ 8705

MW Appointments is acting as an Employment Agency in relation to this vacancy.

  • Advertiser: Agency
  • Reference: JO0000008705