Personal Assistant

Minimum Requirements

• Proven experience as a Senior Personal Assistant within Financial Services or Insurance
• Strong understanding of insurance administration, policy processes, and compliance (FICA)
• Excellent organisational, coordination, and document management skills
• High attention to detail and ability to manage multiple priorities
• Professional communication skills (written and verbal)
• Strong computer literacy (MS Office, CRM / policy systems advantageous)

Key Responsibilities

• Provide high-level administrative and secretarial support to senior management
• Prepare, manage, and maintain comprehensive client files (correspondence, proposals, reports, meeting packs)
• Act as a professional point of contact for clients, brokers, insurers, and service providers
• Coordinate client meetings, renewals, and policy reviews, including pre- and post-meeting documentation
• Prepare client communications such as policy schedules, updates, reminders, and follow-ups
• Track action items and ensure timely follow-up with insurance providers and underwriters
• Assist with policy quotations, new business submissions, underwriting packs, and supporting documentation
• Monitor policy issuance, endorsements, cancellations, renewals, and ensure accurate record-keeping
• Support claims initiation, documentation, tracking, and escalation where required
• Coordinate FICA documentation collection, verification, compliance, and record retention
• Maintain organised electronic and physical filing systems in line with audit and compliance standards
• Update CRM / policy administration systems with accurate client and policy information
• Generate weekly and monthly dashboards (sales pipeline, renewals, claims status, SLAs, KPIs)
• Reconcile premiums, fees, and commissions; identify discrepancies and liaise with finance or insurers
• Track regulatory calendars and assist with governance packs and meeting minutes where required