We are looking on behalf of our client, a well established insurance company in Gibraltar, for a part-time Executive Assistant and Office Manager.
Duties:
- Plan and coordinate Board and Committee meetings, including annual and ad-hoc sessions.
- Prepare, compile, and circulate agendas, briefing materials, and Board papers.
- Attend meetings and produce clear, accurate minutes, tracking and following up on actions.
- Manage all meeting logistics, including venues, technology, catering, and attendee arrangements.
- Maintain Board schedules, contact details, and governance records
- Support day-to-day company administration, ensuring key dates, obligations, and compliance deadlines are monitored and met.
- Maintain accurate and up-to-date company records, policies, certificates, and contracts.
- Assist with insurance administration, including renewals, liaison with providers, and record-keeping.
- Update internal registers, compliance trackers, and renewal schedules.
- Assist with the preparation and filing of routine statutory and regulatory documents under guidance.
- Ensure documentation is securely stored in line with data protection and confidentiality requirements.
- Coordinate basic HR administration, including annual leave and sickness tracking.
- Provide support with office finance and procurement tasks, such as processing invoices, purchase orders, and expenses.
- Support small-scale projects, monitoring timelines, milestones, and deliverables.
- Collaborate with internal teams and stakeholders to progress actions, resolve issues and meet deadlines.
- Provide administrative and coordination support for cross-functional initiatives.
- Manage complex executive calendars, coordinating meetings, travel and priorities to ensure optimal use of time.
- Anticipate and resolve scheduling conflicts proactively.
- Prepare daily and weekly briefings outlining key meetings, deadlines, and follow-ups.
- Coordinate recurring internal meetings, including leadership and departmental sessions.
- Arrange travel, accommodation, itineraries, and related logistics.
- Prepare, submit, and track expense claims for executive travel and business costs.
Required:
- Experience in executive support, office management, or administrative coordination.
- Strong organisational, communication, and document-management skills.
- Familiarity with governance processes or working with Boards.
- Experience with HR or compliance administration (desirable).
- Experience with insurance administration preferred
- Proficient in Microsoft Office, Google Workspace, and basic IT coordination.
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