Personal Assistant and Team Administrator

Job Title: Personal Assistant and Team Administrator (Japanese Speaker)

Reporting to: Chief Underwriting Officer

Location: Aldgate, City of London

Position Type: Permanent, 35 hours per week

Hybrid: 3 days in the office, 2 days working from home

Overview:

Why Tokio Marine HCC?

Standing still is not an option in the current world of Insurance. TMHCC are one of the world’s leading Specialty Insurers. With deep expertise in our chosen lines of business, our unparalleled track record and a solid balance sheet, TMHCC evaluates and manages risk like no one else in the industry. Looking beyond profit, empowering our people and delivering on our commitments are at the core of our customer values, and so is a desire to grow and provide creative and innovative solutions to our clients.

Job Purpose:

We are looking for an enthusiastic and highly organised personal/executive assistant to support our team of Underwriters that focus on Japanese Business. The successful individual will be fluent in both Japanese and English. They will provide secretarial and administrative support to two senior members of the business, visitors from Head Offices and overseas and, the UK Japanese Business Development team, to enable them to properly fulfil their roles to the very best of their abilities.

Key Responsibilities:

• Act as the primary point of contact and provide general secretarial support for the senior managers and teams outlined above.
• Manage and co-ordinate travel arrangements, produce travel and meeting itineraries.
• Drive the completion of letters, documentation, presentations, meeting arrangements, data collection etc.
• Co-ordinate the preparation of board papers and ensure deadlines are met.
• Responsible for ensuring accurate, up to date recording of holidays, sickness and general absences within the team.
• Maintaining and accurately updating filing systems.
• Arranging meetings/conferences, collating necessary paperwork and updating diaries for multiple entities.
• Dealing with both external and internal calls and enquiries.
• Processing and recording of expenses.
• Opening, recording and distributing post.
• Organising events (e.g. networking events for 30+ individuals)
• To be aware of and comply with the relevant rules and regulations in relation to financial crime & conduct.
• Ad hoc tasks as required.

Performance Objectives: 

• Able to multitask and prioritise your workload autonomously, with clear communication between internal and external stakeholders.
• Taking ownership of any administrative tasks, to allow the team to focus on strategic objectives.
• Deliver assigned tasks within agreed timeframes.

Skills and Experience Specification:

Essential:

• Excellent written and verbal communication skills in both English and Japanese
• Minimum of 2 years EA or PA experience
• Sound knowledge (intermediate and above) of Microsoft Office products including Word, Excel, Outlook and PowerPoint.
• Experienced in managing multiple diaries.
• Excellent organisational skills
• Typing speed of +65 wpm.
• Minute taking skills
• Proven experience of working at Board Level
• Demonstrates a high level of confidentiality and discretion in dealing with management and sensitive issues.
• Accuracy and attention to detail

Desirable:

• EA or PA experience within insurance or financial services industry

Person Specification:

• The ability to foster and maintain business relationships and credibility with senior management and the wider business.
• Commitment to customer service and feedback, continuously striving to improve service outputs.
• Committed to own growth and development plans.
• Able to communicate ideas for improvements to process where appropriate.
• Flexible – able to use own initiative
• Positive attitude and approachable
• Champion the company values and works in accordance with the organisational behaviours.

What We Offer

The Tokio Marine HCC Group of Companies offers a competitive salary and employee benefit package. We are a successful, dynamic organization experiencing rapid growth and are seeking energetic and confident individuals to join our team of professionals. The Tokio Marine HCC Group of companies is an equal opportunity employer. Please visit www.tmhcc.com for more information about our companies.

The Tokio Marine HCC Group of companies is an equal opportunity employer. Please visit www.tmhcc.com for more information about our companies.

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