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Personal Assistant

Employer
RSA
Location
London (Greater)
Salary
Competitive
Closing date
6 Jan 2020

ROLE PURPOSE

This is an exciting role working at one of the oldest insurance companies in the world. RSA has over 300 years of innovation history starting with rebuilding the capital after the Great Fire of London to now leading the way in connected insurance.

The Personal Assistant plays a critical role in supporting the communications team to deliver a best-in-class service to its internal and external stakeholders. The jobholder will manage the office of the Group corporate communications director, while also ensuring the smooth administrative running and wellbeing of the corporate communications team. The first point of contact for many executives, suppliers, journalists and new colleagues, this person will exude positive energy and role model the high standards of productivity and professionalism that we set for this team.

This will be a job-share working in a one-week on, one-week off pattern and would be a fantastic opportunity for someone with experience looking to work flexibly. 

KEY ACCOUNTABILITIES

Executive assistant to the Group communications director:

  • Organising the efficient day-to-day running of the corporate communications director’s office and the communications team, in line with their needs and priorities.
  • Acting as a dedicated assistant to the Group corporate communications director and leadership team including diary management, travel arrangements, expenses processing and preparation of meeting materials.
  • Ensuring the Group corporate communications director is fully briefed and prepared for key business processes e.g. meetings with other directors, executives or external parties, attending meetings as minute taker where necessary and following up with appropriate actions.
  • Preparing and/or coordinating the production of briefing notes, correspondence, presentations for the Group corporate communications director.
  • Coordinating meetings of the communications leadership team. Organising diaries, meetings, travel and expenses as requested for the communications leadership team.

Team support

  • Managing departmental queries on invoices, expenses, procurement etc.
  • Liaising with external suppliers as necessary to ensure efficient and accurate submission of invoices.

Strategy and planning

  • Support the effective delivery of RSA’s communications strategic plan by ensuring team meeting agendas and discussions support short- and long-term priorities.
  • Supporting the up-keep and smooth functioning of communications team-wide tools and processes including templates, team calendar etc.  
  • Assisting the Group CR team with delivery of the Confident Futures strategy
  • Maintaining and updating all subscriptions and memberships.
  • Ensuring procurement processes operate smoothly and team members understand their responsibilities.
  • Maintaining an up-to-date team contact directory and structure chart.


Team rhythm and well being

  • Setting and maintaining a steady rhythm of team meetings and well-being sessions: ensuring rooms booked, agendas prepared and circulated in advance in line with strategic objectives and key contributors briefed.
  • Designing and delivering a best-in-class team onboarding and exiting experience for all new or existing team members.

FUNCTIONAL / TECHNICAL SKILLS

  • At least five years of PA or EA experience in a large corporate environment – ideally financial services
  • Exceptional organisational skills, comfortable working to tight deadlines and juggling competing demands
  • Demonstrates excellent prioritisation and decision-making skills to ensure commitments are kept and expectations are managed, responding to a fast-paced, changing environment
  • Collaborative mindset, with great interpersonal and influencing skills; supporting the whole corporate communications team and regularly interacting with stakeholders from across the business at all levels
  • Excellent budget planning and management skills, knowledge of Excel and procurement portals an advantage
  • Experience managing small teams, agencies or contractors
  • High levels of personal integrity, able to maintain professionalism and confidentiality in relation to highly sensitive commercial and/or personal information
  • Task orientated, with high standards and attention to detail combined with a creative and dynamic approach, ensuring actions are completed successfully in adherence to company standards
  • Accountable for actions, finding ways to demonstrate progress and achievements whilst owning and learning from mistakes
  • Excellent written and oral communication skills

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