Team Executive Assistant

Overview

Lockton Re is looking to hire an experienced Team Executive Assistant to support our Global Specialties team, based in our London office. This role will provide dedicated support to a team of circa 12, including the Head of Global Specialties, Head of Aviation Practice, and a number of Senior Brokers. You will play a key role in ensuring the smooth running of the team through effective diary management, coordination, and administrative support.

We are looking for a highly organised and proactive EA, ideally with prior experience within the insurance or reinsurance market, who can operate confidently in a fast-paced, professional environment. You will have accountability for the smooth running and organisation of meetings, travel, entertainment, expenses, and diaries. Wherever able, provide support and solutions to ensure efficient and effective outcomes.

As an Executive Assistant your key tasks and responsibilities on an individual basis will include but not be exclusive to:

• Arrange overseas travel (inc. visas, flights, car transfers, accommodation)
• Arrange client visits to London (inc. transport, meeting rooms, in-house catering, lunches, dinners, theatre tickets and sightseeing/day trips)
• Arrange off-site team meetings (inc. venue, accommodation, transport, IT equipment, lunches/dinners)
• Arrange domestic and overseas conferences (inc. registration, flights, accommodation, and liaising with the marketing team)
• Liaise with brokers, clients, underwriters and their EAs in the arrangement of client visits, conferences, meetings, lunches and dinners
• Co-ordinate attendance and meeting rooms for the Monthly Executive Meeting. To include meeting minutes and distribution.
• Manage the preparation and submission of monthly expense claims for the team, ensuring all documentation is complete, accurate, and submitted in line with deadlines and company procedures.
• Integrate and understand operational and office services and have a general understanding of systems and platforms
• Co-ordinate with individual managers for new starter on-boarding
• Create and maintain a database for external dining
• Awareness and accessibility of team members calendars/diaries.
• Assist team with complex administrative functions.
• Provide cover for other Team EAs during periods of absence to ensure continuity of support
• First point of contact for all the team for problem solving
• Adherence to the Lockton Re procedures and best practices.

• Ability to communicate effectively and professionally both verbally and in writing with clients, insurers and other associates.
• Ability to manage time, prioritise and ensure that deadlines are met without compromising quality.
• Excellent organisational skills
• Ability to multi-task
• Deep knowledge of Microsoft products (Word, Excel, Outlook, Power Point) or similar software applications.
• Analytical and problem-solving skills, including research and investigation.
• Work in support of other team colleagues.
• Advanced level in typing and keyboard skills.
• Willingness and ability to continue to develop knowledge on a continual basis
• Honesty and transparency in all things
• A thorough understanding of and adherence to Lockton Re standards, procedures and guidelines in conjunction with our regulated environment
• Knowledge of the available resource skills in Lockton Re
• Ability to use appropriate Lockton Re LLP systems competently
• Ability to use appropriate IT packages