Executive Assistant (m/f/x)

• main benefits

  
  
  • Opportunity for development within a solid project;
  
  
  • Weekly Hours: 40 hours;
  
  
  • Work Model: Hybrid.
  
  
  
  

  Randstad's mission is to become the most equitable and specialized talent company worldwide and, therefore, we reiterate that we welcome people with the most diverse abilities and experiences. We are committed to ensuring that our recruitment and hiring process meets the needs of all people.

  
  

  We care about equal opportunity, regardless of ethnicity, color, religion, sex, sexual orientation, gender identity, nationality, age, genetic information, disability, or any other status protected by law.

Our client is a company operating in the insurance and risk management sector, focusing specifically on insurance mediation and brokerage, risk consultancy, and health and benefits, and is looking for an Executive Assistant to join their team.

Reporting to the UK Manager, the selected Executive Assistant will provide high-level administrative support to the company's Partners.

You will act as a trusted business partner, facilitating decision-making and the productivity of the partners, managing both of their time and representing the company with discretion and professionalism. This role requires strong organizational skills, proactivity, and the ability to prioritize.

• key responsibilities

  
  
  • Manage the administrative lifecycle of processes, anticipating needs, managing complex calendars, and prioritizing requests;
  
  
  • Proactive and strategic calendar management: schedule and coordinate internal and external meetings, including video conferences across multiple time zones (Teams, Zoom), and propose creative solutions for scheduling conflicts;
  
  
  • Manage and prioritize your own inbox and workload: triage high volumes of correspondence, apply consistent prioritization and color-coding, escalate to Partners when necessary, and ensure timely responses;
  
  
  • Organize domestic and international travel, sometimes complex: plan and book flights, hotels, and visas; prepare detailed itineraries, keep details updated in the Partners' calendars, and coordinate ground transportation and logistics;
  
  
  • Maintain accurate timesheets and project documentation in the internal database, prepare expense reports, and support the approval of travel and expenses in accordance with company policy;
  
  
  • Support contract workflows, tracking, and compliance requirements: collect and upload necessary documentation, follow contractual processes, and collaborate with Legal/Commercial teams;
  
  
  • Collaborate proactively with cross-functional partners (Finance, IT, HR, DTP, Maintenance) to resolve operational issues and ensure the highest level of service;
  
  
  • Use approved technology, including available AI tools, responsibly to optimize routine tasks, while maintaining confidentiality and quality control;
    Support ad-hoc events or office initiatives, as required;
  
  
  • Act as a proactive business partner to support the Partners' business development and client priorities, understanding the client landscape and aligning administrative support with business objectives;
  
  
  • Maintain and update contact lists in the CRM and business activity records, track the pipeline and sales activity, ensuring that next actions are recorded and followed up.