Executive Assistant

Description

Position: Executive Assistant
Team: Operations
Reports to: Head of People & Wellbeing

Who are we?

Verlingue are an established, prominent independent family-owned Insurance Broker & Employee Benefits Consultancy with the long-term vision of becoming the recognised leading business of this type in Europe.  Operating from offices throughout France, Switzerland and the UK, Verlingue employ over 1,000 people, have income of around €100M and place nearly €2BN of premiums on behalf of clients.

In the UK we trade under the names Verlingue and NBJ London Markets. 

• We employ 180 people and have offices located in Manchester, Egham, Redhill and London.
• Verlingue are leading corporate Insurance Brokers providing Insurance, Risk Management and Employee Benefit services to businesses and Private Clients.
• NBJ London Markets are a specialist Lloyds & London Market broker providing access to unique products and services with capabilities to place business internationally.
• We identify with high standards of knowledge, professionalism and ethical practices throughout the organisation.  We are recognised as part of an exclusive group of fewer than 200 Chartered Insurance Brokers.
• Ranked in the top 10 independent commercial insurance broking businesses in the UK, placing £135M of premium.
• Clients range from FTSE 250 to SME, HNW / connected Private Clients and other Retail brokers.

Our success is based around our people delivering high quality service, excellent working relationships and meaningful results for our clients, including provision of a single stop advisory service.  We offer the certainty of long-term relationships to clients, our insurer market and our people.  This sets us apart from our competitors.

For further background please visit www.verlingue.co.uk and www.nbjlondonmarkets.com

The Team

Verlingue have 4 major offices. This role will be based in our Redhill office, which is currently made up of approximately 60 members of staff and growing. The volume of business is rising rapidly and career opportunities within Redhill and in the wider Verlingue group are excellent should individuals demonstrate the required skills and success in their role.

The Role

This is an exciting opportunity to join a successful Operations team. The Operations team are an active partner across all of Verlingue UK helping deliver upon the business vision and goals. In acting as a true partner the team has absolute focus on matters such as:

• Taking ownership and responsibility to continuously improve
• Providing connected and cost effective solutions
• Positively driving forward efficiency and change in a timely manner
• Ensuring communication is always effective and timely
• Sharing and deploy resource to have maximum impact
• Developing leaders of the future

This role will actively be involved in all of these areas and more to develop and maintain a successful and fun environment in Redhill over time.

Key Responsibilities of Role

• Provide administrative support to Director of Operations, Finance Director, Director – Corporate & Credit and Sales Director – South as required
• Sourcing management information reports from IT systems and providing appropriate details to managers within the business
• Serve as the point person for office duties including:
  • Maintenance
  • Post
  • Supplies
  • Equipment
  • Invoices
• Schedule meetings and appointments
• Produce minutes as required
• Organise the office layout and order stationery and equipment
• Maintain the office condition and arrange necessary repairs
• Partner with HR to update and maintain office policies as necessary
• Organise office operations and procedures as necessary
• Coordinate with IT department on all office equipment
• Work with Finance and Operations to ensure price negotiations with office vendors and service providers are appropriate
• Ensure office spend is controlled and has appropriate sign off
• Provide general support to visitors
• Assist in the onboarding process for new employees
• Address employee’s queries regarding office management issues (e.g. stationery, hardware and travel arrangements)
• Liaise with facility management vendors, including cleaning and catering as needed
• Plan in-house or off-site activities, like parties, celebrations and conferences

Person Specification

• Proven experience as an Office Manager or Administrative Assistant
• Knowledge of Office Administrator responsibilities, systems and procedures
• Proficiency in MS Office (MS Excel and MS Outlook and MS Teams, in particular)
• Hands on experience with office technology i.e. printers
• Excellent time management skills and ability to multi-task and prioritise work
• Attention to detail and problem solving skills
• Clear ability to multi-task in order to create positive outcomes
• Excellent written and verbal communication skills
• Strong organisational and planning skills in a fast-paced environment
• A creative mind with an ability to suggest improvements
• An ability to create and maintain strong and professional relationships
• Minimum of 5 GCSE’s (grade C and higher) and, if appropriate, have a desire to take further relevant qualifications  

Person Competencies

• Demonstrate the following competencies:
  • Be a problem solver and decision maker
  • Hungry to understand how efficiencies can be achieved
  • Always be organised personally
  • Model the way for others to follow
  • Think strategically and long term
  • Show Genuine Commitment
  • Be Flexible
  • Don’t Stay in the Shadows
  • Be Reliable
  • Take Responsibility
  • Actively Listen
  • Keep the Team Informed and positively manage stakeholders
  • Always be Ready to Help
  • Find ways and opportunities to develop and coach others
  • Respect & Build Each Other Up
  • Recognise when you are wrong and willingness to learn and develop new skills
  • Be a positive representative for the Verlingue Group