Executive Assistant

To provide full day-to-day support to the Directors to be more efficient and enable them to maximise the time spent fulfilling the objectives of their role. To act as an ambassador for the Directors, both internally and externally.

Responsibilities

• Proactively assisting the Executive Director in all aspects of day to day business activities, anticipating the Directors needs and takes initiative without requiring detailed instructions.
• Provide one to one EA support to the Executive, including diary and inbox management, organising travel, and managing holiday requests.
• Plan workload and appropriate time management which aligns to Directors priorities and preparatory reading material is available.
• Act as the first point of contact for internal and external communications, responding to emails and drafting emails as necessary.
• Work effectively within the teams and liaise professionally with colleagues to progress matters and take initiative to drive forward successful completion and closure of tasks.
• Organise meetings, prepare agendas, take minutes/actions where necessary and follow up on actions. Ensure all materials are prepared and circulated in advance.
• Drafting, editing, collating and proof reading of reports and facilitate the Executive to ensure all reports are ready within the required timeframe.
• Provide executive assistance to any relevant Committee’s to support the Director, taking ownership and responsibility for the committee meeting. Adhere to the terms of reference of the Governance meetings, take minutes and facilitate the production of the agenda, meeting packs and following up on actions within the required timeframe.
• Ensure that all Governance committee actions are recorded on the matters arising schedule, actions followed up and updates provided before the next committee meeting.
• The arrangement of meetings in line with the reporting schedule for the year ahead.
• Work collaboratively with the EA team and to contribute to a successful EA Network within SBG.
• Act as ambassador for SBG and Aviva Governance standards.
• Act as ambassador for the Executive, and SBG when interfacing with internal and external stakeholders.
• To undertake ad hoc projects and duties as and when required, to support the needs of the business or to achieve departmental objectives.

Critical behaviours required

Personal profile

Qualifications required 

Essential
• Good basic standard of education

Desirable 
• Good working knowledge of Microsoft packages

Experience required 

Essential
• Previous EA experience
• Experience of working at Senior Director Level
• Comprehensive minute taking and action tracking
• Organisational skills

Desirable
• Previous role within the Financial Services

Our Expectations

Our Approach to Risk Management
• You will require an awareness of operational and regulatory risk, which may impact on SBG. You will be responsible for reporting to their line manager any risk which may impact on the business.

Three Lines of Defence Risk Management Model
• You will be required to deliver your role competently and comply with the relevant standards and procedures, ensuring that SBG deliver a service where suitable advice is given to the end consumer, which is adequately recorded and ultimately promotes good customer outcomes. This can either be through direct influence or in a support services capacity.

The Consumer Duty Principle
• You will be required to highlight to your line manager procedures and processes that may impact on SBG’s ability to deliver good outcomes for retail customers and/or may lead to foreseeable harm. Where possible and relevant to your department, put forward suggestions that could positively impact the outcomes achieved by retail customers.

Information Security
• You will need to be aware of all information security principles, policies and procedures and ensure these are followed on a day-to-day basis. You will be required to remain vigilant at all times and report any security concerns, suspicions and/or breaches in a timely manner.