About us
The Fidelis Partnership is a leading specialty, bespoke and (re)insurance business. We have built our name on a 40-year track record of outperformance, and we continue to beat the market in our underwriting and returns. More information on The Fidelis Partnership can be found at www.fidelispartnership.com/
The Company currently writes lines of business including; specialty insurance: aviation & aerospace, energy, marine, property, terror & political violence, contingency and other specialty lines; reinsurance: property reinsurance, property retrocession, specialty reinsurance, whole account/multi-class and bespoke.
Role Overview
The role is responsible for providing Business Support to Executive, Senior, and Function Heads within the Treaty Underwriting team.
Role Responsibilities
Executive /Personal Assistant
* Gatekeeper ensuring comprehensive and accurate calendar management
* Inbox management when required, drafting correspondence and reviewing / summarising documents as needed
* Assist designated functional teams with general administrative tasks as required
* Work closely with the Executive team to ensure workstreams are on track
* Manage all deliverables, expenses and travel and invoice trackers
* Manage all aspects of Executive travel and associated meetings including presentations, legal documents, accommodation, transfers, meetings, conference fees and compliance paperwork
* Ensure travel is documented in the travel tracker and travel process is followed
CEO Office
* Assist with tracking and managing deliverables for the CEO Office, Executive Committee, and Management Committee including managing and tracking action items, deliverables, daily updates
* Support with preparing slides and presentation materials for business meetings; ensuring all marketing materials are correct and signed off
* Assisting with Projects as requested by the CEO Office, Executive Committee, and Management Committee
* Support Company Secretary with board prep, events coordination and hosting including but not limited to materials preparation, scheduling, and administrative support
* Act as Secretary to the assigned Committee and ensuring that items are on the agenda per the schedule, circulating action points and following up on action points being completed.
* Act as back-up Secretary to assigned Committee (3rd level support)
* As requested, execute various Administrative tasks related to Committees including meetings start / set-up, minutes/actions documentation and publication, and actions follow-up.
* Assist assigned Committee with the selection and implementation of internal / external events
Business Change Management
* Act as Business Change Champion assisting IT and Business Operations with user acceptance testing, deploy, and business change management.
Office Management
* Purchase office equipment and supplies as necessary in line with company procedures ensuring office supplies and all services are provided to staff efficiently and cost effectively (couriers, taxis, mail, lunches, office snacks, towel service, etc)
* Coordinate office works, movements, happenings, visitors and keeping staff informed
* Coordinate allocation of office space to employees including seating, lockers, etc
* Coordination and tracking office budget ensuring Fidelis processes are followed
* Assist the Finance Team with the coordination of credit card issuance, tracking, and settlement ensuring Fidelis processes are followed
* Coordinate the supply of business cards, stationery and Fidelis marketing materials as needed
* Engage external vendors on the company’s behalf to ensure all office requirements are met including obtaining the best possible rate for the organisation (commercial cleaning, security, etc.)
* Coordinate Health & Safety for the office including desk assessments, health and well-being programme, fire safety standards etc
* Coordinate events for the company including internal and external social events and external client broker events
* Company Calendar administration for your entity
Reception / Front of House
* Ensure all aspects of FOH Admin and related HR policies and procedures are adhered
* Operate the switchboard promptly and efficiently, ensuring all calls handled in a timely manner
* Deliver the professional greeting of brokers, clients, visitors, and employees, to the highest standards
* Arrange any ad hoc couriers, taxis, or lunches
* Work with IT Infrastructure to ensure that all meeting room equipment is functioning and ensure all faults are rectified
* Support staff with room bookings, VC support, etc
* Assist in the scheduling and set up of the Townhalls, Quarterly Updates, and other group and entity meetings ensuring smooth running
* Ensure reception is covered during standard business hours by being personally positioned on the reception desk.
* Coordinate alternative cover with Facilities Manager for holidays, sickness, security cover etc
* Ensure visitors booking in / out is maintained and adhered to at all times
* Coordinate events for the company including internal and external social events and external client broker events
* Company Calendar administration for your entity
* Responsibilities include supporting the Business Support and Administration Manager with planning and execution of Office and Facilities tasks & activities as requested
Skills & Experience
* A minimum of 3 - 10 years’ experience in an office administrative role in an international company
* Strong organizational and administrative skills, including proven ability to manage multiple deadlines simultaneously whilst maintaining attention to detail
* Discretion and trustworthiness
* Flexibility and adaptability
* Good oral and written communication skills
* Organisational skills and the ability to multitask
* The ability to be proactive and take the initiative
* Tact and diplomacy
* Must be able to work independently, as well as team player
* Solid understanding of the Microsoft Office 365 suite of applications
* Experience in supporting and managing all levels of management seniority
* Must be able to remain calm under pressure
* Strong analytical and problem-solving skills
The Fidelis Partnership Ethos
* Results – We want to be the best at the things we care about, so we focus on profitability over volume, with responsive decision-making and clear prioritised accountability.
* Innovate – We aspire to lead the market in providing the services and products our clients need, and to drive change in the broader impact our industry has on human rights, society, and environmental sustainability.
* Include – We create an environment where employees can bring their whole self to work, with open communication where everyone, irrespective of gender, ethnicity, sexual orientation or background, feels able to contribute ideas and be recognised and rewarded for their contribution
* Unite – We operate as team of individual talents that actively seeks to reflect the diversity of the societies in which we operate, giving our business the widest range of inputs and perspectives.
* Respond – We work in a business exposed to sudden shocks and changes – elemental, political, economic and human – so we remain nimble and ready for change.
Diversity, Equality & Inclusion
Our vision is for a workplace culture where differences are valued and where diversity of background, experience and thought are welcomed. We want to create an environment where all employees, regardless of who they are, are given equal opportunities for career progression and enjoy fair reward from their and The Fidelis Partnership successes. This will be driven by a workforce that embraces Diversity and Inclusion at every level, in every department across The Fidelis Partnership.
Seniority level
Associate
Employment type
Full-time
Job function
* Administrative
* Insurance
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