Executive Assistant to Chief Operating Officer (COO)
(Part-Time, Job-Share and Full-Time)
Location: Fareham/London/Swindon/UK Flexible with hybrid working.
The opportunity:
Our COO is looking for an Executive Assistant who can take initiative, think on their feet, and resolve problems as they arise. This Executive Assistant role will be fast-paced, working to tight deadlines, requiring flexibility and strong communication skills. The successful Executive Assistant will have excellent attention to detail, the ability to plan meticulously and work with a high degree of integrity and confidentiality. Previous experience working as a C-Suite EA in a highly regulated financial services organisation is essential.
This role will be perfect for someone who is highly intuitive, confident, engaging, ultra-organised and resourceful. The ideal candidate will be a natural communicator and someone that thrives in a fast-paced environment, with constantly evolving priorities.
What will you be doing?
- Work directly with the COO to support all aspects of their daily work routine.
- Maintain the COO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
- Serve as a liaison between the COO, Executive Team and the Boards. This includes answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
- Coordinate work with other Executive Team Members as needed; play a key role in the coordination of employee efforts both within and outside the department.
- Provide coordination, monitoring, and communication of projects and programs managed by the Executive Team and Boards.
- Assist in Exco & Board activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration of end-users and key stakeholders.
- Serve as a primary point of contact between the COO and stakeholders including helping to coordinate the work of the different groups and providing administrative support for governance meetings.
- Determine priority of matters of attention for the COO; redirect matters to relevant team members to handle, or handle matters personally, as appropriate.
- Keep the COO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
- Routinely perform a wide variety of support duties.
- Sort and triage mail; maintain e-mail and other address directories.
- Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
- Transcribe source material, and prepare documents, reports, tables and charts; distribute as appropriate.
- Prepare, reconcile, and submit expense reports.
- Maintain paper and electronic filing systems.
- Maintain confidential and sensitive information.
- Attend meetings and take notes of discussions; prepare the initial draft of minutes and summaries.
- Mirror the COO’s office attendance (usually 2-3 days a week)
- Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.
What are we looking for?
- A detail-oriented self-starter with prior experience in a regulated financial services environment.
- Has robust experience working with independent non-execs and board chairs, understanding the board cycle.
- Working with tact, diplomacy and objectivity across a varied stakeholder community including non-exec and board chairs and Executive team members.
- Someone who exhibits sound judgment with the ability to prioritize and make decisions.
- Has sound integrity and professionalism at all times.
- Energetic and eager to tackle new projects and ideas.
- Comfortable interacting with high-level executives.
- A team player capable of cultivating productive working relationships across the team and wider business.
- Resourceful, can-do attitude.
- Thrives in a fast-paced environment.
- Excellent computer skills, including Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel).
- Exceptional writing, editing, and proofreading skills.
- Excellent organization and time-management skills.
What will you get in return?
As well as a competitive salary we also offer an excellent lifestyle benefits package which includes –
- 25 days holiday plus an additional 3 volunteering days
- Annual company bonuses
- Contribution to medical cover
- Discounted technology offers
- Virtual GP appointments
- Discounted gym membership,
- Free flu jab
- Discounted gadget insurance
At Zurich, we will consider requests for flexible working on hiring. Many of our employees work flexibly in many ways, including part-time, flexible hours, job share, an element of working from home or compressed hours. Please talk to us at the interview about the flexibility you may need.
Who we are:
With about 55,000 employees serving customers in more than 170 countries we aspire to become the best global insurer as measured by our shareholders, customers, and employees. If you're interested in working in a dynamic and challenging environment for a company that recognises and rewards your creativity, initiatives, and contributions - then Zurich could be just the place for you. The success of our business is built on the contributions of our highly talented employees - people who work every day to position us at the forefront of the insurance industry. We, therefore, look to hire great people and we encourage those people to give their best.
You’ll feel the support of being part of a strong and stable company. A long-standing player in the insurance industry, we make every effort to address the career development needs and plans of our employees to ensure their success in the future.
Further information:
At Zurich, we are proud of our culture. We are passionate about Diversity and Inclusion. We want you to bring your whole self to work we have a diverse mix of customers, and we want our employee base to reflect that.
Our diversity and inclusion initiatives are creating an environment where everyone feels welcome regardless of protected characteristics.
With the above in mind, we accept applications from everyone regardless of your background, beliefs, or culture however we especially welcome applications from women, people from ethnic minorities, people with a disability and people who are LGBT+ as these groups are currently under-represented in our organisation.
We are committed to continuous improvement and offer access to a comprehensive range of training and development opportunities. Zurich is passionate about supporting employees to help others by getting involved in volunteering, charitable and community activity through the Zurich Community Trust.
So make a difference. Be challenged. Be inspired. Be supported, and Love what you do. Work for us. #LI-Hybrid