Aon are currently recruiting a Secretary/PA to join our team in London.
Headquartered in London, Aon Plc is a leading global professional services firm providing a broad range of risk, retirement and health solutions. Our 50,000 colleagues in 120 countries empower results for clients by using proprietary data and analytics to deliver insights that reduce volatility and improve performance.
Aon is an equal opportunities employer. Aon's recruitment and selection policy ensures the best possible skill mix of colleagues and the highest quality candidates are appointed using objective job-related criteria.
About the Role
As a Secretary/PA some of your key responsibilities will involve:
Executive Assistant to CIO providing support in all business areas
Central point of contact both internally and externally for clients and colleagues and good management of relationship between the business and IT
Deputising for manager, making decisions and delegating work to others in the manager's absence
Taking on some of the manager's responsibilities and working closely with management both within IT and the business
Manage and maintain executives schedule and appointments.
Co-ordination of numerous business trips liaising with overseas offices to ensure visits run smoothly and provision of detailed itineraries.
Arrange and co-ordinate meetings and events
Prepare for meetings – take initiative to print off (or prepare for viewing on iPad) meeting papers/agendas, drawing attention early to any actions/preparation required.
Taking minutes and circulating actions from meetings
Management of emails and escalation of client queries to prompt resolution where applicable
Meet and greet visitors
Carrying out background research and presenting findings
Office management in relation to staff queries on HR, raising IMAQs, stationery, premises etc.
Responsible for collating and submitting FCA requirements for Quarterly Control Certificate
Management of compliance and risk processes for team. Ensuring FCA requirements are met, LMS training is kept up to date and appraisals and team objectives are kept to schedule.
Maintain good relationships established with clients and suppliers
On-boarding contract workers ensuring hardware, logins and passes are set up and ready on arrival.
Processing and submission of expenses and invoices
Co-ordination and submission of information requests
Submit and manage expenses and Amex logs accurately and within the firm’s guidelines
Manage incoming phone calls and other attempts to make contact (eg emails, voice messages, Lync messages, face to face and texts) passing detailed messages on effectively and efficiently
Keep up to date with internal news, project updates and developments, ensuring action is taken where appropriate, and the Leadership team are alerted to any action required by them.
Proactively set up annual performance reviews for direct reports of those you support, as well as more regular 1-1s at agreed frequencies
Any ad hoc duties, requests and initiatives to ensure those supported can work efficiently
Responsible for working in accordance with the Aon UK Limited Risk Management Framework, and compliance with the Aon UK Limited policies, including participation in the management of risks (including completion of mandatory training) that may adversely affect the business, interests or reputation of any Group Company.
As a Secretary/PA your skills and qualifications will ideally include:
Fully proficient with standard technology - Microsoft Outlook, Word, Excel, PowerPoint, SharePoint, Internet Explorer and Lync.
Strong client service skills
Excellent planning and organisational skills, prioritises work well and uses initiative to stay ahead of deadlines
Strong communication skills - both written and verbal and with all levels of seniority
Ability to multi task and respond to changing priorities
Hard working, conscientious, accurate attention to detail and timely delivery of work
Live our values through being flexible, approachable, helpful and supportive of colleagues
A “can-do” attitude, positive approach to change, a mind-set of process improvement and willingness to learn new skills
Reliable, trustworthy and maintains confidentiality
Ability to work under own initiative and through others
Salary and Benefits
This role offers a competitive salary and bonus, plus a comprehensive benefits package and 25 days holiday. Through our flexible benefits, you will also have the opportunity to choose additional benefits, including healthcare, childcare vouchers and additional holiday.