Opportunities

ACE Group is one of the world’s largest multiline property and casualty insurers.

With operations in 54 countries, ACE provides commercial and personal property and casualty insurance, personal accident and supplemental health insurance, reinsurance and life insurance to a diverse group of clients.

The company is distinguished by its broad product and service capabilities, exceptional financial strength, underwriting and claims handling expertise and local operations globally.

The insurance companies of ACE Group serve multinational corporations and local businesses with property and casualty insurance and services; companies and affinity groups providing or offering accident and health insurance programs and life insurance to their employees or members; insurers managing exposures with reinsurance coverage; and individuals purchasing life, personal accident, supplemental health, homeowners, automobile and other specialty insurance coverage.

With more than $94 billion in assets and nearly $23 billion of gross written premiums in 2013, ACE’s core operating insurance companies maintain financial strength ratings of AA from Standard & Poor’s and A++ (Superior) from A.M. Best.

ACE in the UK&I

With over 1,300 employees in 12 office, ACE has a strong presence in the UK & Ireland. We operate a highly customer-centric business model, including a robust relationship management structure for key accounts and claims and 20 dedicated business relationship managers.

Role Purpose

• Provides comprehensive administrative support, as outlined below, to 2 or more executive level managers (does not support direct reports).
• Anticipates and considers requirements, whilst ensuring managers are kept up to date and aware of any issues.
• Reacts appropriately to each situation.
• Demonstrates flexibility and adaptability through their work and approach.

Key Responsibilities:

1.  Diary management

• Manages complex diaries for all managers.
• Complexity of diary management comes from high level of travel across time zones, meetings with senior management / industry peers.
• High level of juggling involved to ensure manager is able to prioritise key business issues.
• EA manages diary.
• May have access to direct reports diaries.
• Manages ‘bring forward’ system.
• May be asked to support ACE overseas visitors when in the UK.

2.  Meetings

• Regularly sets up meetings, conference calls and/or web-ex’s.
• Reviews diary on a regular basis to establish whether meeting rooms are required – booking / cancelling rooms as required.
• Monitor and book meeting rooms using the on-line system and anticipate / respond to requests for catering.
• Ensuring managers’ are prepared and have required documentation for meetings.
• Liaise with peer group as and when required.
• Meetings will be a mix of both internal and external.
• May be responsible for taking, typing and distributing minutes for key meetings.

3.  E-mails

• Proactively manages in-box and responds to a large proportion of e-mails (including meeting requests), highlights/ reminds manager(s) of key priorities as and when required and responds as appropriate.
• Prints e-mails / attachments as requested

4.  Travel

• Regularly organises straight-forward travel, e.g. London to Paris, London to Glasgow (direct from A to B with limited time zone challenges) for managers.
• Regularly organises complex travel across time zones or from A to B to C.
• Prepares itinerary for business trips (copy for spouse / partner if required).
• Co-ordinates key travel requirements, i.e. VISAs.
• Responsible for anticipating and booking hotel, taxi and/or restaurants.
• Responsible for creating and maintaining AMEX profiles for managers.
• Responsible for considering the cost implications of travel bookings and chasing up decisions and cancellations if required.  Must ensure the TRF is signed by the authorising manager.

5.  General admin tasks

• Low level of general administrative tasks, such as:
• Organising, chasing, collating and forwarding PMP to HR.  This includes review, objectives and PDPs.
• Organises business cards for the team as and when required.
• Maintains department organisational charts.
• Acts as “point of contact”.
• Responsible for logging and owning all IT / PC / printer issues with GDC.

6.  Telephone

• Acting as the first point of contact for all internal and external calls.
• Responsible for taking a proactive approach where possible when answering the phone.
• Set up and maintain voice mail / audix for manager(s) during periods of absence.

7.  Holiday / absence

• Collates holiday information and may updates Hobbes for the entire team.
• Collates sickness forms and sends to HR following periods of absence
• Reviews holiday requests for direct line reports and escalates concerns regarding coverage issues.

8.  Expense management

• Collates, checks, reconciles and forwards expenses for senior managers.
• Checks and monitors expenses for direct reports.
• Maintains record of expenses for area to assist with budget and planning.l

9.  Invoice / purchase order management

• Entering invoices onto purchase order system.
• Chasing up outstanding / pending invoices.
• May be required to keep record of purchasing for area to assist with budget and planning.

10.  Presentations

• Drafts and collates presentations in preparation for key business meetings using standardised templates.
• Binds presentation material when required.
• Collates and maintains appropriate levels of corporate brochures for the team.

11.  Stationary

• Orders and maintains stationery for managers as required.
• Responsibility for managing stock of corporate goods (likely to have been acquired from Marketing

12.  Post

• Manages all incoming post for managers, responds to, drafts or prioritises as appropriate.
• Organises couriers via the post room.

13.  Photocopying / scanning

• Photocopying / scanning for managers as required.

14.  Filing / archiving

• Sets up and maintains general filing.
• Maintains directory of business cards / key contacts for manager(s).
• Deals with archiving requests.

15.  Event management

• Organises events if required.

16.  Client / visitor support

• Responsible for meeting and greeting all external visitors.
• Proactively manages visitor needs / requirements whilst on ACE premises.
• Provides support at corporate events.

17.  Support / back up

• Provides support as and when required during periods of absence or when peer workload pressures dictate.

18.  Reports

• Drafting / collating / preparing reports eg Boards / Committees / Senior Management 

Knowledge & Experience

• Experience in dealing with systems administration

• Experience as being part of a project team