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Personal Assistant - Fixed Term Contract

Personal Assistant - Fixed Term Contract

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Administrative Support

Secretary – fixed term contract


We’re hiring!


Aon are currently recruiting a  Secretary – fixed term contract to join our team in London. The  Secretary – fixed term contract will be primarily responsible for: providing an efficient, professional Administrative Assistant service to the Company Secretary of Aon UK Limited, his Deputy and two Assistant Company Secretaries.


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 – fixed term contract some of your key responsibilities will involve:

  • Arrange internal Board and Committee meetings, including sourcing dates, room bookings (via outlook and NFS depending on the status of the meeting), refreshments, agendas, equipment etc. and ensure relevant papers are prepared in advance for circulation using Diligent Board Books, SharePoint and on occasion by courier
  • Blueprint administrator; assisting with data entry for entities, filing forms at Companies House (including Confirmation Statements), updating Director details etc
  • Understand and forward plan major commitments, particularly where significant preparation time is required e.g. diarising meetings for the following year, reminders for papers etc
  • Copy typing transcription of minutes for the Company Secretary
  • Manage Shared Mailbox and answer telephone calls and take appropriate action i.e. forwarding/delegating email to relevant recipient and ensure a professional and timely response is given

  • Raise any necessary IT Service Requests
  • Responsible for Coupa & Vendor creation and raising purchase order requests
  • Maintenance of Lloyd’s pass holders spreadsheet; receipt of monthly Workday report and cross reference with Cosec spreadsheet and advise Lloyd’s to cancelling passes of Aon leavers together with annual review (in November)
  • General management of the Cosec Shared Inbox in Outlook, forwarding relevant emails to team members where necessary along with uploading Market Circulars to SharePoint
  • Understand the day-to-day working/needs of the business and the responsibilities in order to prioritise issues effectively
  • Support Cosec with ad-hoc projects as necessary (e.g. office moves)
  • Completing Regulatory Learning modules as necessary
  • SharePoint Administrator to include uploading meeting papers, Non-Executive Diaries
  • Aon Avenue Administrator; maintenance of the Board list, memberships of committees, schedules of meetings
  • Archiving and file retrieval through Iron Mountain together with maintenance of secure filing, looking after the keys and keeping the spreadsheet of documents up to date, filing any documents received from the business as well as retrieving any documents that are required
  • Maintenance of Data Protection registrations (although this will change in 2018) and raising cheques/submitting payment to the Information Commissioner’s Offic
  • 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 – fixed term contract your skills and qualifications will ideally include:


Skills and qualifications:



GCSE English and Maths



Administrative experience at senior management level

Experience, Knowledge & Skills:

  • Awareness: To know that something exists or have some knowledge/experience/skills
  • Understanding: To know and comprehend the nature or meaning. Know how to apply existing solutions to familiar situations
  • Application: The ability to apply existing solutions, to a consistently high standard, in new situations both in writing and on an interpersonal basis
  • Detailed Understanding and Application:  The ability to apply in-depth knowledge creatively to new solutions, in new situations and present circumstances
  • Strategic Application: To be able to operate holistically by recommending and implementing new strategic approaches the Finance and Admin Department

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.


We’re happy to talk flexible working. If you need to flex your working pattern, Aon offers flexible and agile working policies and we’re happy to discuss options with you upon application

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