Team PA - Fixed Term Contract Purpose of the Role Duties and Accountabilities Skills, Knowledge and Experience AEGIS Values

AEGIS London is currently seeking a Team PA on a Fixed Term Contract basis to provide administrative support to Executives and their EA's, as required, maintaining complete confidentiality and discretion at all times. To work as part of a team with other EA's/PA's to ensure the efficient running in respect of resources and working environment for the Executive team.,

• Extensive diary management: co-ordinating multiple electronic diaries and schedules both for internal and external meetings. Arranging meeting rooms and passes. Organise and schedule lunches / dinners
• Acting as a point of contact and directing enquiries as necessary, screening telephone calls and mail
• Documents: Formatting, inputting, editing, retrieving, copying and transmitting text, data and graphics. Intelligent handling of material, identifying errors, correcting spelling mistakes where necessary
• Assisting with the organisation of corporate hospitality to include Board dinners, employee social events, Executive away days and other events as required
• Assisting with business travel arrangements; including flights, transportation, and hotels for Executive team members
• Set up and maintain effective electronic and/or paper record filing systems and manage archiving requirements. Process invoices via Workday / request new supplier set up when required
• Complete expense forms and submit for authorisation, including Anti-bribery details. Renew any professional subscriptions/memberships, keeping track of expiry dates
• Providing cover for EAs to ensure the continued smooth running of the business
• Organise and attend, take notes/actions at off sites for individual teams and DE&I Committee meetings
• Provide assistant to Company Secretarial department: Draft board and committee meeting agendas/send invites/manage room bookings/Collate board/committee papers while tracking outstanding papers/produce management meeting schedule, We make decisions considering the best interests of key stakeholders. We are direct and straightforward in our actions, working collaboratively to create a culture of fairness and respect.
We act with integrity, valuing diversity of thought and background. We take time to listen to the needs of our customers, stakeholders and colleagues working together to seek and share information. We have a passion for success, aspiring to be recognised as best in class. We embrace new opportunities, encouraging innovation in pursuit of our goals. We strive to improve at all times, challenging complacency, being agile and adapting to change. We always seek to improve our customers' experience with us. We provide an environment where each employee can reach their personal potential. We encourage personal accountability for performance and individual ownership for growth and success.


• Good organisational skills with ability to multitask and work to tight deadlines as part of a busy team
• Experience as a team secretary, preferably within the Lloyd's of London insurance market or finance services
• Able to deal with people at all levels within the organisation and externally. Able to build rapport with employees, customers and suppliers
• Able to manage and prioritise workload, particularly supporting a team and working as part of a team
• Excellent written and verbal communication
• Good computer skills to include, outlook, word, excel and PowerPoint
• Attention to detail, taking pride in the quality of own work
• Effective problem-solving skills appropriate to the role
• Recognition of the need for complete discretion/confidentiality
  
  As a business, we understand individual circumstances may differ and aim to be adaptable and to support flexible working practices. Talk to our recruitment team to understand how AEGIS London can help support you in reaching your full potential