Executive Assistant and Office Manager

About the role

We are seeking an exceptionally organized, proactive, and dynamic Executive Assistant to provide high-level administrative and operational support to our North America Chief Underwriting Officer (“CUO”). In the fast-paced reinsurance environment, you will act as a primary gatekeeper, communications liaison, and seamless coordinator across global teams, brokers, and institutional clients. The Executive Assistant will support the CUO in meeting their strategic priorities and help ensure best practice is encouraged and followed. Alongside supporting the CUO, this role takes ownership of day-to-day office management and general administration, ensuring our workspace runs smoothly and efficiently.

Key responsibilities

• Daily Calendar Management: Manage a complex calendar ensuring it is accurate at all times; anticipate and plan strategically; prioritize when necessary.
• Stakeholder Communications: Take incoming calls from internal and external stakeholders.
• Meeting Coordination: Schedule and coordinate internal and external meetings, including via virtual platforms; produce material for meetings and circulate as requested.
• Minutes & Takeaways: Attend key meetings and take minutes and notes for approval and circulation; ensure takeaways from meetings are communicated to and followed up with relevant stakeholders.
• Project Support: Engage and consult with relevant stakeholders to ensure adequate follow-up on actions and projects.
• Executive Briefings: Prepare pre-meeting materials, executive summaries, agendas, and background briefs for internal strategy sessions and external broker/client meetings.
• Visitor Hospitality: Welcome visitors as required.
• Travel Management: Plan, arrange, and coordinate business travel and all travel-related activities, including visa requests, necessary documentation, hotel/accommodation, and transport.
• Event Planning: Plan, organize, and coordinate internal and external Company or senior leadership team events.
• CUO Liaison: Serve as the CUO’s administrative liaison with all their direct reports and external stakeholders.
• Ad-hoc Tasks: Assist in various ad-hoc tasks.

Office Management & General Administration

• Office Coordination: Oversee daily office operations and supplies to maintain a productive work environment.
• Facilities Management: Source, manage, and coordinate with external office vendors, service providers, and suppliers to ensure seamless service delivery.
• Flexible Front Desk Support: Maintain operational agility to support and cover front desk/reception tasks as needed, depending on the configuration and requirements of our new office space.
• Mail Operations: Process incoming mail.
• Expense Management: Prepare expense reports and support in expense budget management.