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About us

Since Aspen was founded in 2002, we have become a leading, diversified specialty insurance and reinsurance company. We respond thoughtfully and creatively to find the best outcomes for our clients and business partners through carefully-tailored solutions. We believe the way we work is just as important as the work we do, and we are guided by our core values of respect, honesty, trust and professionalism. Aspen is a great place to develop your career offering an exciting and challenging environment where achievement is rewarded.

The role

To provide administrative and secretarial support to a manager (or small number of managers) within the Group to ensure dependent activities are completed to a high standard and in line with stakeholder expectations. Our Aspen Values are expected to be reflected in the delivery and performance of every role.

Key accountabilities

Strategy and Planning

• Contributes to the preparation and implementation of the operational team plans to ensure these include operational considerations for delivery.


• Determines own work priorities and activities in line with agreed plans to ensure the achievement of personal and team objectives.

Policy, Process and Procedures

• Assists in the preparation of documentation e.g. board papers, following expected protocols and standards.


• Maintains diaries and address books to ensure the manager’s time is used effectively, and contacts maintained, in line with working priorities and protocols.


• Organises travel itineraries and accommodation, ensuring these arrangements are made in line with requirements and protocols.


• Prepares and submits expenses for payment, ensuring accurate capture on relevant systems to allow monitoring against budget.


• Maintains departmental filing systems to ensure that information is up to date, consistent, and easily accessible to the team.


• Performs activities as directed and in accordance with expected standards, to ensure obligations are met, to minimise risk and maximise efficiency.


• Ensures awareness of and compliance with regulatory and legislative requirements.

Environmental Awareness/Customer Focus

• Develops internal/external relationships to support the achievement of the business objectives.


• Liaises with internal and external contacts on the phone and face to face to ensure their needs are met.


• Deputises for other executive assistants and supports visiting senior executive team members.

Technical Performance

• Screens, prioritises and annotates incoming information and communications (telephone, electronic paper) responding, redirecting or referring as appropriate.


• Acts as secretary to key statutory committees to ensure effective administration of the meetings and accurate recording of information.


• Assists Senior Manager, Head of/Director in dealing with administrative aspects of highly confidential matters such as acquisitions and delicate staffing issues.


• Compiles documentation, creatively formatting and presenting information when necessary within prescribed timeframes and to expected standards.


• Supports the senior team in the production of management information reports, presentations etc, to enable effective communication and analysis.


• Organises internal and external meetings, ensuring logistics are in place and notes are distributed in a timely manner


• Maintains records on behalf of the department (.e.g holidays, sickness etc) to ensure accuracy and audit trail).


• Undertakes administrative activities as requested or required in order to support the efficient operation of the team/department

People Management

• Actively coaches and develops more junior/less experienced team members.


• Develops own knowledge of standard procedures and processes.


• Acts as a point of reference to guide and advise others to ensure the sharing of knowledge and best practice.


• Supports others in the team where appropriate to assist in the achievement of their objectives

Skills & experience

Knowledge

• Aspen systems and procedures


• Filing systems


• Protocols behind board reports, papers etc.


• Awareness of Aspen and how the activities of own function/business area link to specific business objectives.

Skills

• Core secretarial skills.


• Time and diary management.


• Proficient in MS Office applications; Word, Excel and PowerPoint).


• Strong interpersonal and communication skills.


• Ability to plan and manage own workload plus manage upwards.


• Able to work independently.


• Able to manage conflicting priorities to achieve deadlines.


• Strong customer orientation skills.


• Ability to collaborate effectively within a team environment.


• Strong attention to detail.


• Ability to work under pressure and to tight timescale

Experience

• Extensive secretarial experience within a corporate environment at a PA level or working for a Senior Manager/Head of/Director.


• Degree level education (or equivalent) is desirable.

Other

At Aspen we know that having a diverse and inclusive workforce is good for our people, good for our business and good for the environments in which we operate. We therefore welcome applications from people which allows us to draw on diverse cultures, perspectives, skills and experiences.

Apply now