Job title: Executive Assistant
Location: Aldgate, City of London
Position Type: Permanent, 35 hours per week
Hybrid: 3 days in the office, 2 days working from home
Overview:
Why Tokio Marine HCC?
Standing still is not an option in the current world of Insurance. TMHCC are one of the world’s leading Speciality Insurers. With deep expertise in our chosen lines of business, our unparalleled track record and a solid balance sheet, Tokio Marine HCC evaluates and manages risk like no one else in the industry. Looking beyond profit, empowering our people and delivering on our commitments are at the core of our values to be a Good Company, and so is a desire to grow and provide creative and innovative solutions to our clients.
Part of our evolution involves growing our team, and bringing in a range of views, perspectives and backgrounds that will allow us to deliver this forward-looking culture. That relies upon open and trusting relationships, and a shared vision for that continual improvement. We aspire to build an environment where new perspectives are encouraged, where resilience, fresh ideas and different opinions are valued.
Job purpose:
The role will report into one senior executive, the Group Chief Risk Officer, and will support the CRO’s leadership team.
This role is highly varied with no two days being the same. The role requires you to work both autonomously and with an approachable and friendly wider team. If you are self-motivated there is huge scope and support to develop the role and get involved in non-BAU tasks.
Key Responsibilities:

Although we expect this role to offer more than a traditional PA / EA role would, there will still be the requirement to carry out standard administrative tasks such as:

• Managing the Exec’s email inbox to help with prioritisation of correspondence
• Diary management
• Minute taking and preparation of agendas
• Manage calls and contacts, both internally and externally, and liaise with other staff members on behalf of senior management
• Arranging conference calls, scheduling meetings, arrange lunches and dinners
• Prepare and submit expense reports
• Place reservations and coordinate business trips
• Preparing correspondence
• Maintain electronic filing systems

In addition to the administration tasks listed above this role will also have more advanced management support responsibilities such as:

• Preparing presentations
• Running and preparing statistical reports, extracting financial data, handling information requests, etc.
• Manage and/or follow up on multiple projects simultaneously, meeting deadlines
• Project manage internal corporate events
• Pick up ad-hoc projects and tasks and see them through to completion

Performance Objectives:

• The main objective or asset in this role is to be able to multitask and prioritise your workload autonomously, with clear communication between internal and external stakeholders.
• Working for senior executives it is imperative that you have meticulous attention to detail, with confidence to raise any questions in a professional manner if required.
• You must be flexible to adapt to the various tasks presented at short notice, always exercising discretion and confidentiality with sensitive information, while ensuring that your BAU responsibilities are met.
• While having an effective working relationship with the Executive and his leadership team, it is also essential that you work well with the wider members of their teams; having a cooperative attitude and conveying the Executive’s stance if appropriate.

Skills and Experience Specification:

Essential

• A minimum of 4 years of experience in a similar position and/or project coordination
• Outstanding communications skills both verbal and written
• Proficient presentation skills (PowerPoint, Excel, Word etc.)
• Able to prioritise tasks and projects
• Detail oriented and intuitive
• Excellent customer service skills
• Works well under pressure
• Takes ownership of problems and tasks
• Independent and self-confident
• Conscientious
• Punctual, loyal, discreet and reliable
• Team player

Desirable

• Experience of working for an Executive in a Financial Services organisation.
• Experience of working within Insurance
• Excellent project management skills
• Excellent numerical skills
• Possess a proactive approach to problem solving

“Tokio Marine HCC is a leading specialty insurance group with offices in the United States, the United Kingdom, Europe, and other locations. With the strength and stability that comes from being a member of the Tokio Marine group, and more than forty years of growth, profitability, and stability, we offer important insurance products that most people do not even know exist.
The Tokio Marine HCC Group of companies is an equal opportunity employer. Please visit
www.tmhcc.com
for more information about our companies.

LI-BU1 #LI-Hybri

Although we expect this role to offer more than a traditional PA / EA role would, there will still be the requirement to carry out standard administrative tasks such as:

• Managing the Exec’s email inbox to help with prioritisation of correspondence
• Diary management
• Minute taking and preparation of agendas
• Manage calls and contacts, both internally and externally, and liaise with other staff members on behalf of senior management
• Arranging conference calls, scheduling meetings, arrange lunches and dinners
• Prepare and submit expense reports
• Place reservations and coordinate business trips
• Preparing correspondence
• Maintain electronic filing system

In addition to the administration tasks listed above this role will also have more advanced management support responsibilities such as:

• Preparing presentations
• Running and preparing statistical reports, extracting financial data, handling information requests, etc.
• Manage and/or follow up on multiple projects simultaneously, meeting deadlines
• Project manage internal corporate events
• Pick up ad-hoc projects and tasks and see them through to completio