Team Assistant - 18 Month Fixed Term Contract

The Opportunity 

We are currently recruiting a Team Assistant on an 18-month fixed term contract to provide comprehensive and proactive administrative support to a designated line manager and a group of underwriters. 

Key Responsibilities:

Diary Management 

Diary support provided to key managers and respond to meeting requests on their behalf Regularly sets up meetings for key managers Manager(s) maintain control over diary Will have diary access to all members of the team(s) May be required to organise occasional meeting(s) for other team members but generally has access to diary in order to respond to queries regarding whereabouts only Manages ‘bring forward’ system for key managers when required May be asked to support Chubb overseas visitors when in the UK

Meetings 

Regularly sets up meetings, conference calls and/or web-ex’s for managers Reviews diary on a regular basis to establish whether meeting rooms are required – booking / cancelling rooms as required Ensure managers’ are prepared and have required documentation for meetings Liaise with peer group for internally based meetings May be responsible for taking, typing and distributing minutes for key meetings

E-mails 

Manages managers’ e-mail during periods of absence or at a high level only May review contents of inbox and respond on managers’ behalf Response levels may alter depending on accessibility of manager Prints e-mails / attachments as requested

Travel 

Regularly organises and co-ordinates straight-forward travel, e.g. London to Paris, London to Glasgow (direct from A to B with limited time zone challenges) for all managers, including accommodation and transfers where appropriate Prepares itinerary for business trips (copy for spouse / partner if required) Co-ordinates key travel requirements, i.e. VISAs Responsible for creating and maintaining AMEX profiles for all team members Responsible for considering the cost implications of travel bookings and ensuring appropriate approval has been given by authorising manager.  All travel to be booked in

Expense Management 

Collates, checks and produces expenses for senior managers within area Maintains record of expenses for area to assist with budget and planning Invoice / purchase order management  Enters invoices onto purchase order system Chases up outstanding / pending invoices May be required to keep record of purchasing for area to assist with budget and planning

Reports

Depending on the area, this role may have some responsibility for report co-ordination, generation or data processing Monitors and collates information from regular reports, e.g. Prima, Cube, Pipeline, P&L, Salesforce etc Presentations  Preparation of presentations and tender documents, where appropriate, likely to be using standardised templates  Binds presentation material when required Collates and maintains appropriate levels of corporate brochures for the team

We are seeking a highly organised and proactive Team Assistant, who has experience working with stakeholders at all levels and the ability to juggle a diverse and fast paced workload.

Previous experience within the Financial Services / Insurance industry desirable and, preferable knowledge and understanding of the UK&I retail market place.Must be flexible in approach and be able to manage / prioritise own workload.  Due to the nature of the role it may be necessary, on occasions, to work outside of core hoursStrong interpersonal, communication and negotiation skills.Excellent organizational and administration skills.A proactive and flexible approach to work.Ability to liaise at an executive level and to work under pressure.

 

What we offer in return!

Pension and annual bonus scheme, 25 days annual leave plus ability to purchase 5 additional days, Private Medical cover, Employee Share Purchase Plan, Life Assurance, Subsidised gym membership, Comprehensive Learning & development offerings, Employee Assistance program

Integrity. Client focus. Respect. Excellence. Teamwork.
 
Our core values dictate how we live and work. We’re an ethical and honest company that’s wholly committed to its clients. A business that’s engaged in mutual trust and respect for its employees and partners. A place where colleagues perform at the highest levels. And a working environment that’s collaborative and supportive.
 
Diversity & Inclusion. At Chubb we consider our people our chief competitive advantage and as such we treat colleagues, candidates, clients, and business partners with equality, fairness and respect, regardless of their age, disability, race, religion or belief, gender, sexual orientation, marital status or family circumstances.

We are committed to ensuring our recruitment process is inclusive and accessible to all. If you have a disability or long-term condition (for example dyslexia, anxiety, autism, a mobility condition or hearing loss) and need us to make any reasonable adjustments, changes or do anything differently during the recruitment process, please let us know in your application or in any future discussions with our recruiters.

https://www2.chubb.com/emea-careers/working-for-us/diversity-inclusion.aspx