Executive Assistant

Vast Visibility specialises in technology which powers Insurance Price Comparison Websites, working with most of the major UK Price Comparison brands. Our business is run from our waterfront office in Liverpool, which is where the role is based. We are a part of the Howden Broking Group, which is one of the largest insurance groups in the world.

Our modern, friendly, open plan office is home to our 30 UK employees and Luna, our office dog. We are currently operating a hybrid model of working, allowing our employees a flexibility around where and when they work. We have a great history of teambuilding and social events, which we are very pleased to have restarted after Covid.

This is a great opportunity for the successful applicant to really make the role their own, contributing to the smooth running of the Executive team and the Liverpool office in general. System or task-related training will be available if required with ongoing support to develop their skillset.

What you'll do

Meeting preparation, taking minutes and actions, following up actions to completion: Our meetings are key to driving the business forward. You will really help us structure and get value from these sessions. Additionally, as we’re an FCA regulated business, we need to ensure good meeting discipline and record keeping:

• Before:Preparing for meetings, understanding what the desired outcomes are, develop meeting agendas, making sure everyone can attend.
• On the day: greeting external guests, offering / arranging refreshments, taking minutes (if necessary) and actions.
• After: Agreeing any minutes / actions with the meeting leader, following up actions (internally or externally) ahead of the next meeting.

Executive Team briefings:The executive team are often rushing from one meeting to the next or busy will a million things. You can help prepare and support them by summarising previous meetings or by researching topics and briefing the team ahead of time.

Business Support tasks:Helping the Exec to implement initiatives to actually get things done to completion. This could be organising the life assurance paperwork for new employees, tracking completion of learning modules, gathering information for a due diligence checklist from one of our partners, migration of files from one storage location to another, gathering staff feedback on a company new initiative, or updating the intranet site for a new process. The intranet is a great source of information and you will help keep this up to date, as well as championing it’s use.

Diary Management:Work autonomously managing busy, ever changing Executive Team diaries, planning strategically and prioritising where necessary. This will include a small amount of travel arranging (hotels, trains) and expenses management. There may also be a small amount of inbox management, but this is to be decided as most members are managing their emails themselves.

Office Happiness / Management / Facilities:This covers a wide variety of tasks: helping to organise teambuilding events or staff socials, helping induct new staff, coordinating birthday wishes, answering the door or telephone, ensuring the office has tea, coffee, biscuits etc, tidying the office if needed, ordering printer cartridges, ensuring plants are watered, blinds are closed at night and lights switched off, ensuring the cleaners are maintaining a minimum standard etc.

There is too much to mention here, but it all falls under the heading of making the office a brilliant place to work.

Provide support on other tasks which may pop up:Always be happy to say “I’ll sort that!” when something is needed, and never afraid to ask for help too.

Who you are

You will have experience of working to support an executive team, getting a sense of satisfaction from knowing you are making their lives easier.

You are happy to help structure meetings, take minutes / actions and help drive things to completion – all done in a way which makes people feel supported, rather than hounded. Maybe you have some project management experience, or experience in a structured profession like accounting or legal.

Ideally you will also have covered a lot of the elements of running a successful office.

You are always happy to try to help, even when things are outside your specific role.

You’ll be efficient and highly organised.

You complete tasks in a logical way, often trying to anticipate things which might go wrong and head them off – for example if booking complicated travel plans, you can build in some contingencies.

You will remain calm under pressure when faced with multiple competing priorities, tight deadlines, or when things go wrong. You’ll be great at prioritising.

You are curious – you could simply follow a process, but you would rather understand how the business works and why you are doing the process.

You are a team player and able to communicate effectively with anyone across the business. People enjoy their interactions with you – balancing being friendly and being professional.

You will have pride in the way that the office runs, paying attention to details which make our staff happy, but also deliver a wow-factor to our partners when they visit.

Company benefits & perks

Vast:Visibility is offering you the opportunity to be part of an energetic and highly talented team along with a carefully selected and competitive benefits pack to support our healthy work-life balance approach:

· 35 hours working week

· 25 days annual leave per year + 8 bank holidays

· Life Assurance and Workplace Pension

· Training sessions and certifications

· Teambuilding events

· Office dog, and an amazing view of the docks

· Hybrid location (primarily office based, but an element of remote working will be possible)

· Team Culture

Ownership. Collaboration. Compassionate radical honesty. Just a group of grown-ups working towards a common goal and remembering to stop and have some fun every now and then

Job Type: Full-time

Salary: £30,000.00-£38,000.00 per year

Benefits:

• Casual dress
• Company events
• Company pension
• Life insurance
• Sick pay

Schedule:

• Monday to Friday

Work Location: One location