Executive Assistant - 12 month FTC (maternity cover, start end of April/early May)

Rothesay is the UK’s largest pensions insurance specialist, purpose-built to protect pension schemes and their members’ pensions. With over £68 billion of assets under management, we secure the pensions of more than one million people and pay out, on average, approximately £200 million in pension payments each month.

Rothesay is dedicated to providing excellence in customer service alongside prudent underwriting, a conservative investment strategy and the careful management of risk. We are trusted by the pension schemes of some of the UK’s best known companies to provide pension solutions, including British Airways, Cadbury, the Civil Aviation Authority, the Co-Operative, Morrisons, Smiths Industries and Telent. At Rothesay, we are striving to transform our industry. We believe deeply in creating real security for the future and our leadership in finding new and better ways to do that is the key to our success. To do that, we need the very brightest original thinkers to bring creativity as well as rigour. Rothesay is a rewarding place to work, where quality people can thrive and prosper. We pride ourselves on the connections our people build, many of whom have been with us for over ten years.

Administration Assistants are an integral part of Rothesay, ensuring the provision of excellent administrative services and support whilst enhancing communication throughout the company.  As well as providing an effective support system, admin assistants are an essential part of the Rothesay team, working cohesively with other assistants and wider teams including: building reception, the mail room, catering and housekeeping, to deliver an efficient and streamlined service.  

Core Duties / Responsibilities:

• Complex diary management for the Sr Executives with a coloured coded system, planning ahead, flagging any conflicts and adjusting the schedule accordingly on daily/ hourly basis
• Securing external meetings while building strong relationships with the regulators and external parties. Securing meeting rooms and arranging print outs, refreshments and dial-in details when required.
• Executive support for the senior management team – project research, personal bookings/ arrangements,   
• Providing phone coverage, ensuring cover at all times
• Arranging daily refreshments for the Sr Executives
• Booking travel (taxis, hotels, flights, train, visas, conference registrations, itineraries etc)
• Supporting the preparation of new joiners to the firm (raising relevant accesses for systems, assisting with tech set up etc.)
• Completing employee expenses
• Assisting with the recruitment process through Greenhouse platform. Working closely with the hiring managers, candidates and any external recruiters.
• Organising team events, travel and booking venues when required
• Working closely with the reception team for room bookings requests
• Printing and binding documents
• Processing invoices
• Sourcing and onboarding new vendors
• Holiday cover for other team members
• Assist with presentations and reports (Excel, PowerPoint) as required.
• TMD requests
• Organising lunch and dinners for external clients (completing G&E’s)

Skills & Experience:

• Team Assistant experience in supporting busy teams to a highly effective standard is required
• Excellent written and oral communication skills.
• Professional appearance and presentation skills.
• Discrete and confidential at all times.
• Ability to organise / time manage and effectively prioritise workloads.
• Proactive and able to meet deadlines
• Proficient knowledge of MS Outlook, Word, PowerPoint and Excel.
• Accurate typing skills and attention to detail.
• Excellent knowledge of English grammar and spelling.
• Problem solving capacity.
• To be able to jump between teams with flexibility and ease
• Able to multi task.
• A team player as well as able to work independently.
• Able to work under pressure.
• Able to work without close supervision.
• Financial Services / Professional Services industry experience preferred.

Competencies

• Dedication to role – Motivated to provide an effective support service across all facets of role
• Team Player – Demonstrates evidence of being a strong team player and collaborates well with others
• Leader – Supports and encourages other admin team members
• Communication – Ability to communicate what is relevant and important in a clear, constructive and concise manner
• Organised - Ability to work under pressure and prioritise workload in a fast paced environment. Ability to work autonomously with limited supervision
• Creative and innovative – Looks for ways to improve current processes and help develop creative solutions that have practical value for the admin team
• Judgement and Problem Solving – Proactive, sees the big picture and willing to be flexible to solve issues as they arise
• Punctuality – Dependable and commitment to work.