PA needed for Head of Europe Lloyds | London

Responsibilities and Accountabilities

Duties will include, but are not limited to:

• Manage inbox, flagging emails which require a response
• Manage the diary for the Head of Europe
• Manage own diary and prioritising workload accordingly
• Responding to queries via both telephone and email
• Arrange events and meetings with internal and external attendees, including booking venue/room, arranging refreshments and audio/visual equipment where appropriate
• Arrange passes for external parties and collecting from reception
• Assist with the preparation of PowerPoint presentations and documents
• Print packs, papers for meetings in a timely fashion
• Create and update documents using MS Office applications when requested

• Play a proactive role in supporting the successful running of the department, such as the monitoring and ordering of stationary, providing recommendations to line manager for improving secretarial/admin processes across the department as required.
• Filing and general office administration
• Provide project support to the line manager, e.g. by taking minutes at meetings, tracking progress of tasks and co-ordinating progress reports, producing presentations and project support documentation
• Support effective collaboration and communication across the team by cascading information to the appropriate individuals as directed by the line manager.
• Supporting other PA’s in the department as required
• Admin and travel support to Country Manager, Greece and Cyprus

• Department nominee for ITG
• Manage office moves if required
• Responsible for new starter, induction process and IT logistics
• Process invoices via Proactis and respond to trouble shoot messages
• Process expenses on eXpense
• Organise travel arrangements and schedules, including international travel
• Absence and annual leave logger on behalf of the Head of Europe
• Manage the structure/delivery of departmental meetings
• Ad hoc items as required for the wider team

Additional Responsibilities:

 

Health & safety

Read, understand and follow the Lloyd’s “Health and safety at Work” Policy.

Information Security

Read, understand and adhere to the Lloyd’s “Information Security” Policy.

Business Continuity Planning

Be aware of the Business Continuity Plan for their Department including response to alarms, meeting places and call cascades.

Legal & Compliance

Read, understand

Skills, Knowledge and Experience

• Ability to handle sensitive/confidential informatio

• Experience in supporting on a one to one basis whilst supporting a wider team is essential

• Ability to balance competing demands and prioritise accordingly

• Strong organisational skills

• Good attention to detail and the ability to work to tight deadlines

• Good PC and Microsoft office skills including Word, PowerPoint, Excel, Outlook

• Excellent telephone manner and presentation

Lloyd’s knowledge preferable but not essential

Overall Purpose

To provide PA support to the Head of Europe and admin support to the wider team. Proactively assist line manager in co-ordinating task lists and work streams across the team.