Executive Assistant and Office Manager

INTL Executive Assistant - DA09YY
We're determined to make a difference and are proud to be an insurance company that goes well beyond coverages and policies. Working here means having every opportunity to achieve your goals - and to help others accomplish theirs, too. Join our team as we help shape the future.

This role will be based in London, UK and you are required to have the necessary right to work details prior to application.

Provides high level, strategic Executive Assistant support to the CEO and Head of International HR, while also leading the effective management of office operations and facilities. The role requires exceptional organisational capability, commercial awareness, and the ability to balance competing priorities across executive support and operational delivery. The position demands a high degree of discretion, professionalism and confidentiality, to maintain continuity of work in the executives' absence. Accuracy, sound judgement and attention to detail are essential to success.

Job Responsibilities & Competence

Executive Assistant:

• Provide proactive, forward-thinking support to CEO and Head of International HR, anticipating needs and resolving issues before they arise
• Manage complex calendars across multiple time zones, ensuring alignment with strategic priorities
• Act as a gatekeeper and facilitator, enabling effective use of executives' time
• Coordinate leadership meetings, board-level interactions, and key stakeholder engagements
• Build and maintain effective relationships with brokers, suppliers and colleagues across the business
• Prepare high quality documents including presentations, briefings and internal communications
• Arrange complex travel (flights, accommodation, visas and logistics)
• Create monthly expense reports for the CEO and Head of HR, including the approval of expense reports on the CEO's behalf
• Support senior stakeholders and act on behalf of executives when required
• Coordinate events and ensure seamless delivery
• Maintaining effective office systems, including data management and record keeping

• Day-to-day management of offices operations, ensuring efficiency and high standards
• Oversee kitchen facilities, office space and maintenance issues to create a productive working environment
• Develop and manage relationships with key vendors, suppliers and service providers
• Manage and monitor the office facilities budget, ensuring cost control and value for money
• Manage and approve monthly invoices relating to office and business expenditure
• Drive continuous improvement in office systems, processes and ways of working
• Review, maintain and implement Health & Safety policies, ensuring compliant with all relevant standards and regulations
• Support the development and performance of 'front of house' team and Executive PA, for a high performing team culture

• Ensures that all policies and procedures are adhered to
• Adhere to any common standards set across the Company and ensures that policies and procedures are adequately documented
• Undertake continued Professional Development and comply with Company procedures

• The job description is intended to describe the main duties only. Job holders are expected to maintain flexibility and perform all other reasonable duties that relate to the job as assigned by the Company

• Proven experience in an Executive Assistant and Office Management role within a corporate or professional services environment
• Exceptional organisational and prioritisation skills, with the ability to manage complex workloads, coordinate multiple activities and consistently meet deadlines in a fast-paced environment
• Demonstrated ability to anticipate needs, exercise sound judgement and proactively resolve issues with minimal direction, ensuring the smooth running of executive and office operations
• Highly professional with the ability to manage confidential and sensitive information with absolute discretion and integrity
• Strong interpersonal and stakeholder management skills, with the ability to build effective relationships across all levels of the organisation and with external partners
• Excellent written and verbal communication skills, with a high degree of accuracy and attention to detail in all deliverables
• Resilient and adaptable, with the ability to remain calm under pressure and respond effectively to changing priorities and demands
• Advanced proficiency in Microsoft Office applications and confidence in working with a range of business system

• Significant experience providing senior-level executive support within a complex organisational environment
• Experience managing office/facilities operations, including 'front of house' and Executive PA
• Proven ability to support senior stakeholders with competing priorities and deliver high quality outcomes under pressure
• Strong financial and commercial awareness, including experience in managing budgets and expenses