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Secretary/PA (London, UK) Maternity Cover FTC

Secretary/PA (London, UK) Maternity Cover FTC

Requisition ID 
2435865
Job Locations 
GB-London
Job Family 
Administrative Support

Responsibilities

Secretary/PA

 

We’re hiring!

Aon are currently recruiting a Secretary/PA to join our team in London.

 

About Aon

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.

About you

As a Secretary/PA your skills and qualifications will ideally include:

 

Preferred

  • PA / Secretarial qualifications

Experience

  • PA experience at a senior level, ideally within the financial services industry within a medium to large professional services firm

Knowledge

  • Fully proficient with standard technology - Microsoft Outlook, Word, Excel, PowerPoint, SharePoint, Internet Explorer and Lync.

Key Competencies

  • 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.

 

 

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