Executive Assistant

Executive Assistant – London

We have a fantastic opportunity for an Executive Assistant to join our team in the London office. This role supports the Marsh Portfolio Solutions Leader UK and the Chief Underwriting Officer - Fast Track within the Marsh Portfolio Solutions London practice.

As an organised, proactive, and responsive individual, you will ensure the smooth running of day-to-day operations. Your responsibilities include managing complex diaries and inboxes, prioritising and coordinating appointments and communications, coordinating regional and international travel arrangements, processing and reconciling expenses accurately, managing gift and entertainment approvals according to company policy, and providing a professional welcome to visitors and clients. You will also provide broader administrative support, including document preparation and correspondence.

A key part of this role involves planning and supporting Away Days, leadership meetings, client meetings, and other team events, working closely with stakeholders to ensure smooth delivery.

This is a hybrid role requiring attendance in the office at least three days a week.

Key Responsibilities

• Provide proactive, effective, and responsive administrative service to the Marsh Portfolio Solutions Leader UK and the Chief Underwriting Officer - Fast Track.
• Manage complex diaries and inboxes, prioritising and coordinating appointments, communications, and tasks based on current global priorities and the need for focused work time.
• Coordinate the preparation of agendas, minutes, and meeting packs for key meetings, including MPS Exec, Governance, and Risk Groups (ranging from weekly to quarterly).
• Exercise strong judgment in prioritising meetings, requests, and assignments, acting as a gatekeeper to ensure non-essential matters are appropriately managed.
• Monitor inboxes, responding to emails where appropriate and flagging items for later discussion or action.
• Coordinate regional and international travel arrangements, including itineraries, flights, accommodation, and associated logistics.
• Process and reconcile expense claims and credit card statements accurately and in a timely manner.
• Manage approvals for gifts and entertainment in accordance with company policies and procedures.
• Oversee visitor registration and escort clients to meeting rooms, ensuring a professional and welcoming experience.
• Liaise effectively with internal and external colleagues and clients across the UK and internationally.
• Plan and support leadership meetings, Away Days, client meetings, and events, or coordinate with external event planners as required.
• Plan and support summer and Christmas parties, as well as other team events.
• Provide oversight and management support to the Team Administrator, helping to develop capability and ensure effective team administration.
• Support Ad Hoc Projects as and when required.

Required Qualifications and Skills

• Proven experience in a similar Executive Assistant role, demonstrating strong ability to multitask, organise, and prioritise effectively.
• Strong planning and organisational skills, with the ability to coordinate both personal workload and support the planning of others.
• Ability to work effectively to tight deadlines in a fast-paced environment.
• Strong written and verbal English language skills.
• Excellent attention to detail, balancing pace and accuracy as needed.
• An approachable and sociable personality, with confidence to build strong working relationships.
• Strong IT skills, particularly with MS Outlook, Teams, and Zoom.
• Ability to maintain effective relationships with a range of stakeholders.
• High levels of discretion and confidentiality.

Desirable Attributes

• Experience working within the insurance and financial services industry.
• Experience in line management.

Why Join Our Team

• Join a fantastic organisation where people are valued as our greatest asset.
• Be part of a welcoming culture where people belong and thrive.
• Add value and work independently, with the ability to act on your own initiative while receiving support from senior leaders.