Personal Assistant

Hiscox•New York, NY

1d•Hybrid

About The Position

This is a busy role providing PA support to the Chief Actuary, Chief Investment Officer, Head of Capital Management, and Head of Tax. The role is diverse, therefore you must be adaptable and able to prioritise and manage your workload appropriately. The role includes, but is not limited to, extensive diary and inbox management, offsite planning, travel co-ordination, processing invoices and expenses, administrative support of quarterly reserving process, arranging internal and external meetings and any supporting materials. The role is full-time with office-based support [normally two-three days per week but with the option to attend the office more if required]. PA support is fundamental to the effective operation of the Group, and, as such, this presents a great opportunity but also a high level of accountability and responsibility. Hiscox is a fast-paced environment where the ability to move from the more routine tasks to the more complex and back again is essential. It is critical that you can handle the range of activities, and the associated commercial pressure, on a ‘right first time’ basis.

Requirements

Education to A Level or Degree standard, with appropriate secretarial qualifications or training.
You should be highly proficient in writing clear and concise, grammatically correct English
Proven track record in a PA or team secretarial role within financial services or another fast paced environment
Excellent organisational and interpersonal skills, with the ability to effectively multi-task and prioritise workloads
Strong time management skills
Advanced Outlook, Word, Excel and PowerPoint skills
Confidence and strength of character to manage your stakeholders, each requiring different levels of support
Ability to supervise your own workload and be self-motivated with the ability to use your own initiative and seek out information proactively
Adaptable, flexible and willing to help others with a ‘can do’ approach
Driven and committed
Confident and outgoing, with a professional manner
Flexible attitude to working hours as required
Discreet and able to handle confidential information
To be able to build relationships and rapport with others

Responsibilities

Extensive inbox and diary management, scheduling internal and external meetings (both in-person and online) and managing deadlines for all stakeholders
Arranging domestic and international travel, adhering to country-specific travel guidance
Marketplace requisitioner and process personal expenses
Co-ordinate team annual offsites
Schedule quarterly reserving meetings, including preparing final reserving committee packs and distributing via Board Intelligence
Schedule monthly team meetings and co-ordinate guest attendees
Booking boardrooms, arranging catering and IT equipment for meetings and presentations
Assist with the co-ordination of all-day annual rating agency meetings, involving Group CEO-CFO-CUO diaries, and manage the billing process for each agency
Providing holiday and absence cover for other PAs
Extensive liaising with key external stakeholders and building strong client and broker relationships