Executive Assistant

We have a fantastic opportunity for someone to join us as an Executive Assistant. The role is based in our London office, working with the Marsh Portfolio Solutions London practice, and will support the Marsh Portfolio Solutions Leader UK and the Chief Underwriting Officer
- Fast Track.

As an organised, proactive, and responsive individual, you will ensure the smooth running of day-to-day operations by managing complex diaries and inboxes, prioritising and coordinating appointments and communications, coordinating regional and international travel arrangements, processing and reconciling expenses accurately and in a timely manner, managing approvals for gifts and entertainment in line with company policy, and overseeing visitor registration while escorting clients to meeting rooms to provide a professional and welcoming experience.

You will also provide broader administrative support, including document preparation and correspondence.

You will also play a key role in planning and supporting Away Days, leadership meetings, client meetings, and other team events, working closely with stakeholders to ensure these are well organised and delivered smoothly.

This is a hybrid role that has a requirement of working at least three days a week in the office.

• Provide a proactive, effective, and responsive administrative service to the Marsh Portfolio Solutions Leader UK and the Chief Underwriting Officer
  - Fast Track.
• Manage complex diaries and inboxes, prioritising and coordinating appointments, communications, and tasks in line with current priorities, global time zones, and the need for focus time.
• Coordinate putting together agendas, minutes and meeting packs for key meetings like the MPS Exec, Governance and Risk Groups (which range from weekly, monthly to quarterly).
• Exercise strong judgment in prioritising meetings, requests, and assignments, acting as a gatekeeper to ensure non-essential matters are given appropriate low priority.
• Monitor inboxes, responding to emails where appropriate and flagging items for later discussion or action.
• Coordinate regional and international travel arrangements, including itineraries, flights, accommodation, and associated logistics.
• Process and reconcile expense claims and credit card statements accurately and in a timely manner.
• Manage approvals for gifts and entertainment in accordance with company policies and procedures.
• Oversee visitor registration and escort clients to meeting rooms, ensuring a professional and welcoming experience.
• Liaise effectively with internal and external colleagues and clients across the UK and internationally.
• Plan and support leadership meetings, Away Days, client meetings, and events, and/or coordinate with event planners as required.
• Plan and support summer and Christmas parties, as well as other team events.
• Provide oversight and management support to the Team Administrator, helping to develop capability and ensure effective team administration.
• Ad Hoc Projects as and when required

• Experience in a similar Executive Assistant role, demonstrating the ability to multitask, organise, and prioritise effectively.
• Strong planning and organisational skills, with the ability to coordinate both your own workload and support the planning of others.
• Ability to work to tight deadlines in a fast-paced environment.
• Strong written and verbal English language skills.
• Excellent attention to detail, with the ability to balance pace and accuracy where needed.
• An approachable and sociable personality, with the confidence to build strong working relationships.
• Strong IT skills, particularly in MS Outlook, Teams, and Zoom.
• Ability to maintain effective relationships with a range of stakeholders.
• High levels of discretion and confidentiality.

• Experience working within the insurance and financial services industry
• Experience in line management

• Join a fantastic organisation where people are our greatest asset
• Be part of a welcoming culture where people belong and thrive
• Add value and work independently, with the ability to act on your own initiative and be supported by senior leaders