AMS PSR

Executive Assistant

Pool RE

Location: London – Hybrid role with 60% office attendance

Salary: £45,000 - £55,000 depending on experience. Discretionary performance bonus up to 20%

About the role:

Act as a trusted partner to a subset of Executive Team members, orchestrating time, information and relationships so leaders can focus on their highest-value priorities. 

This role is critical to providing seamless, high-level support to the Executive Team, ensuring their time is optimised and strategic priorities are met. The position requires exceptional organisational skills, discretion, and proactive problem-solving. The primary focus is on delivering first-class EA support, acting as a key liaison across the organisation and enabling senior leadership to maintain momentum on strategic commitments by anticipating needs and ensuring thorough preparation for all engagements.

Role responsibilities:

1. Strategic Calendar Management

• Take charge of the executive team’s time, making sure every day reflects what matters most.

• Design and maintain a forward-looking calendar that aligns with strategic priorities, quarterly goals, key decisions, stakeholder meetings, and wellbeing (including focus time and travel recovery).

• Spot and resolve scheduling conflicts early, considering dependencies and downstream effects, and suggest alternatives that keep things on track.

• Set up and maintain regular meetings (like Leadership Team, 1:1s, Board/Committee pre-reads, and programme reviews), ensuring each has a clear purpose and the right preparation.

2. Briefing & Decision Support

Make sure leaders are always prepared to make informed decisions.

• Pull together concise, decision-ready briefing packs (agendas, objectives, issue summaries, options, risks, and recommendations), working with functional leads.

• Keep everyone on track with deadlines for pre-reads, and check that all materials are clear, accurate, and pitched at the right level.

• Log decisions and actions, assign owners and deadlines, and follow up to keep things moving—raising any risks or delays early.

• Maintain an accessible record of commitments, rationales, and previous decisions to help with future choices.

3. Meeting Governance & Board Support

Ensure meetings are purposeful, well-organised, and lead to clear outcomes.

• Take ownership of meetings from start to finish: set agendas, align attendees, collate materials, manage logistics (virtual and in-person), and capture timely, action-focused minutes.

• Support Board and Committee meetings where required.

4. Stakeholder Engagement & Gatekeeping

Be the friendly, professional face of the executive office.

• Act as the main point of contact for internal leaders, partners, and external stakeholders, always with professionalism and discretion.

• Triage incoming requests, clarify what’s needed, and direct them to the right person or forum, setting clear expectations on responses.

• Build and maintain strong relationships with key stakeholders, keeping regular contact and preparing the executive with relevant context and insights.

5. Executive Communications & Document Excellence

Keep communications clear, professional, and aligned with leadership goals.

• Draft and edit high-quality correspondence, statements, and presentations in the executive’s voice.

• Make sure all communications support strategic priorities and the right leadership tone, working with HR/Comms for wider organisational messages.

• Keep files for agendas, minutes, decisions, and other documents well-organised, searchable, and secure, with proper version control.

6. Travel & Complex Logistics

Take the stress out of travel and logistics for the executive team.

• Plan efficient domestic and international travel that supports meeting outcomes and wellbeing, always with backup options.

• Follow internal travel and expense policies, ensure costs are within budget and reconcile expenses promptly.

• Coordinate on-the-ground logistics, including briefings, local transport, venue readiness, and ensuring all materials and tech are in place.

7. Information Stewardship & Risk Management

Protect sensitive information and ensure compliance at all times.

• Handle confidential information with absolute discretion, sharing only on a need-to-know basis and storing securely.

• Follow all data protection, records retention, and governance protocols, and keep distribution lists accurate and restricted.

• Maintain up-to-date contact directories, crisis cards, and alternative communication channels to ensure continuity in any situation.

8. Financial & Administrative Controls (Executive Level)

Support the executive team with efficient financial and admin processes.

• Prepare and submit executive expenses, track approvals, and ensure everything is accurate and policy compliant.

• Manage routine approvals (like timesheets, purchase orders, travel, and memberships) within delegated authority, escalating exceptions as needed.

• For executive engagements (such as speakers, facilitators, or advisory sessions), coordinate statements of work, scheduling, and contracts with Procurement.

9. Tools, Systems & Ways of Working

Champion efficient, modern ways of working.

• Use Outlook, Teams, SharePoint, OneDrive, Planner, and PowerPoint expertly, setting up channels, permissions, and collaboration spaces as needed.

• Streamline processes by creating templates, rules, and checklists, and use forms and workflows to reduce manual effort and errors.

• Define and uphold high standards for executive office service, including response times, meeting materials, and document quality.

10. Executive Events & External Engagements

Deliver effective and memorable executive events and external engagements.

• Plan and execute Executive-level events such as away days, strategic sessions, and dinners, including venue research and supplier coordination.

• Collaborate with the communications team on corporate functions to ensure seamless delivery.

• Organise travel arrangements, accommodation, and detailed itineraries for executives and guests.

• Design agendas with clear outcomes for leadership offsites, coordinate venues, facilitation, and materials, and capture decisions and follow-up actions.

• Manage external speaking engagements, panels, and partner meetings, preparing biographies, briefing notes, and post-event actions.

11. Continuous Improvement & Professionalism

Always look for ways to improve and lead by example.

• Conduct after-action reviews to capture lessons learned, update playbooks, and refine processes.

• Stay up to date with best practices in executive support, and mentor others as needed.

• Embody the organisation’s values—be calm, prepared, and solutions-oriented in every situation.

What we are looking for in you:

ESSENTIALS

• Support Office operations in collaboration with the EA to the CEO & CUO, and Office Coordinator when required.

SKILLS & COMPETENCIES

• Exceptional organisational skills: Able to manage complex schedules, prioritise effectively, and maintain a high level of attention to detail.

• Professionalism and discretion: Consistently represents the company with integrity, courtesy, and a polished, approachable manner. Maintains confidentiality and trust at all times.

• Proactive and solutions-focused: Anticipates needs, identifies potential challenges, and takes initiative to resolve issues before they arise.

• Flexible and adaptable: Willing to work outside standard hours when required and remains contactable to support executive needs.

• Sound judgement and decision-making: Uses logic, objectivity, and business understanding to make informed decisions and escalate when appropriate.

• Excellent communication skills: Communicates clearly and confidently with colleagues, senior leaders, and external stakeholders, both verbally and in writing.

• Relationship building: Builds and maintains strong, positive relationships across all levels of the organisation and with external partners.

• Continuous learner: Eager to develop new skills, embrace new challenges, and support others as the business evolves.

• Technologically proficient: Highly skilled in Microsoft 365 (Outlook, Teams, SharePoint, OneDrive, Planner, PowerPoint) and quick to adopt new tools and systems.

• Event and project coordination: Organises executive-level events and supports strategic initiatives with efficiency and attention to detail.

QUALIFICATIONS

• Relevant administrative or business qualifications are an advantage.

EXPERIENCE

• Proven experience as an Executive Assistant supporting senior leadership in a fast-paced environment. 2-3 years experience.

• Demonstrated ability to coordinate executive events, manage complex diaries, and support strategic projects.

• Advanced proficiency in Microsoft 365 and other administrative software.

• Previous experience in office administration is beneficial but not essential.

Regulatory Accountabilities

Conduct Rules for Employee

As a Conduct Rules Person, you must comply with the regulators’ individual conduct rules as set out in the Code of Conduct part of the Financial Conduct Authority’s Handbook.

Pool RE

Pool Re is a mutual reinsurance company which works in partnership with the UK Government and the insurance industry to ensure that every business in Great Britain can access affordable and comprehensive terrorism insurance. We use our expertise, experience, resources and relationships to help policyholders to understand terrorism risk and identify what they can do to protect their businesses.

Benefits:

• 25 days holiday entitlement
• 5 days paid volunteer leave
• 10% Employer pension contribution
• Life assurance
• Income protection
• Season ticket loan
• Cycle to work scheme
• Professional membership subscription

Applications close:  6th of March 2026

Interviews: Two-stage interview process