Allianz Global Assistance UK PA to Chief Operating Officer in Croydon, United Kingdom

To provide high level and dedicated organisational support; to identify the important business issues as they arise and to assist the Chief Operations Officer and the Senior Operations Managers in managing their time effectively to meet the needs of their roles

Hours of work:

35 hours per week Monday- Friday. Hours may vary in line with business needs.

Key Accountabilities

  • Diary management – Providing extensive email and schedule management and maintaining a high level of time management skills. Deal with issues as they arise and to schedule meetings appropriately on request taking into consideration key business issues in order to identify which items are critical and need to be prioritised and which can be dealt with by alternative means or delegates.

  • Organising meetings – To organise meetings for the Chief Operations Officer and other Senior Operations Managers as required. To be aware of the purpose of meetings scheduled and ensure all attendees receive any relevant documentation prior to the meeting occurring. To compile agendas and provide minutes for meetings where required.

Communication

  • To handle incoming telephone calls and transfer messages in a timely way

  • Compile the departmental newsletter

  • Liaise effectively and professionally with internal and external contacts within and outside of the organisation

  • Management of inbox – responsible for managing emails of a sensitive and confidential nature and identify and prioritise important emails

General Administration

  • Required to prepare documents, spreadsheets and presentations and review the content of such documentation to ensure accuracy of data as well as the suitability

  • To prepare and design PowerPoint presentations as required

  • To ensure all filing and archiving is accurately maintained

Travel

  • Arranging all domestic and international travel requirements, inclusive of Visa applications within the Operations Department.

  • Organise hotel bookings and itineraries etc. for visitors to the Operations Department.

Expenses Administration

  • Monitoring and supporting the COO in controlling department expenditure, individual expenses. Reviewing and processing credit card reconciliations.

Reporting

  • Compilation and management of some Head Office reporting to ensure the quality is of a high standard and deadlines are met.

  • Ensure monthly internal reports are completed and distributed in accordance with business review deadlines.

  • Adhering to the risk management and compliance obligations relevant and supporting the COO in controlling these processes.

  • Reporting and escalating risk and compliance related concerns, issues and failures to management.

Business Support Group

  • To play an active role in the BSG

  • To undertake any other duties and projects as required

Your Skills and Experience

  • Excellent organisation skills and the ability to manage multiple tasks simultaneously

  • Ability to communicate effectively and professionally with people of all levels and to understand and communicate complex messages both to and from those supporting

  • Ability to demonstrate initiative and prioritise work appropriately

  • Ability to quickly pick up knowledge of the business and use this knowledge to make judgements on key issues

  • Assertive and confident

You will also be responsible for the following;

Health & Safety

  • To ensure that your work area is kept safe and tidy at all times.

  • To abide by the Health & Safety Work Act 1974.

  • To notify the Company Health & Safety officer or the Managing Director of any Health & Safety issues which may cause harm to fellow employees.

Training

  • To advise your Manager of any areas of work for which you require any additional training.

Quality Management System

  • To work as a member of a team within the quality system and follow all documented quality procedures and instructions.

Key Performance Areas

  • To work towards achieving 100% on all Company, departmental, team and individual key performance targets.

Appraisals

  • Participate and contribute towards individual annual appraisals, team meetings and regular one-to-one assessment sessions.

General

  • To manage or assist with relevant ad-hoc projects as required by the Technical Services Senior Management team.

  • Complete all appropriate administration.

  • Provide relevant reports to the Technical Services Senior Management team on a monthly basis.

  • Carry out any other additional duties as requested by the Technical Services Senior Management team from time to time within the scope of your role.

Regulatory

  • To work within and be compliant at all times with all relevant regulations and legislation applicable to the role.

Issue 1 (06/15)

Education/Training/Qualifications

  • Ideally educated to A level or equivalent

  • English and Maths GCSE A-C or equivalent

Special Skills and Knowledge

  • Proven experience of working in a similar role

  • Excellent standard of written and verbal communication with a high standard of written grammar

  • High level of accuracy and attention to detail

  • Advanced Word skills and intermediate Excel ability.

  • Ability to present information in PowerPoint in a professional and interesting format

  • Proven administrative ability

  • Ability to communicate effectively and professionally with people of all levels and to understand and communicate complex messages

Aptitude/Personality

  • Excellent organisation skills and the ability to manage multiple tasks simultaneously

Ability to demonstrate initiative and prioritise work appropriately

  • Ability to quickly pick up knowledge of the business and use this knowledge to make judgements on key issues

  • Assertive and confident

  • Proven ability to work under pressure

  • Patient and diplomatic

  • The ability to maintain confidentiality is a key requirement in this role.

Other

  • A current driving licence is desirable

Issue 2 (02/19)

External Title: PA to Chief Operating Officer

Full-Time/Part-Time: Full-Time

External Company Name: Allianz Global Assistance

External Company URL: https://www.allianz-assistance.co.uk/

Address Line 1: 102 George Street

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