Instanda is hiring an

Executive Assistant

London, United Kingdom

INSTANDA is an insurance software provider, that is challenging the status quo. We have built an exciting software solution which fundamentally changes how companies in the insurance industry can design and deliver products to the market. We work directly with carriers, managing general agents (MGAs), and brokers. Using leading-edge technologies, INSTANDA insurance software is entirely configurable from the ground up. It is not a one-size-fits-all model, which allows our clients to use our software in the way they want to. We have many global clients using INSTANDA who confirm the game-changing benefits of the product; significant speed coupled with time and cost savings for the insurance sector.

Founded in 2012, we spent several years designing and building our platform which is now being used globally by some of the world’s largest insurance companies. Amongst our many achievements, we were recently chosen by Microsoft UK as a disruptive technology that their ventures program sponsored. With just 20 employees in the company in January 2017, INSTANDA now has over 100 employees based in the UK, the US, and Australia. We continue to expand globally and look forward to hiring employees to join our team.

Learn more about us at www.instanda.com and watch an overview of our business by clicking here.


Job Description

Reporting to our cofounders, we are seeking a proactive and approachable Executive Assistant (EA) with high EQ to join our team. We have offices around the globe but are looking for someone who would spend time in all our UK offices, choosing one as home base (London, Histon, or Huntingdon). The year 2020 was an exciting year for our organization. We raised a series A fundraise (approx. $19.5M USD) and while we started to work from home from March because of covid, our dynamic, high growth nature was not impacted. When it is safe to do so, we are planning to return to the office and it would be essential that the successful individual will be in office at least 3 days per week. The role entails regular EA responsibilities, but in the context of a high growth business. We are looking for a right-hand person to ‘whip’ our many urgent items/processes/to-do’s into shape by managing the diaries of the founders, helping prepare documents/presentations for a variety of stakeholders (internal/board level/ for clients/for investors) and supporting the members of our Senior Management Team (SMT) and Leadership Team. This role would offer a high level of strategic insight into what is happening across the business globally. We are looking for a hands-on and technically savvy individual who can manage changing priorities. We are at a very exciting and critical stage of our journey which means there are often changing priorities and many tight deadlines to deliver. This role is for a person who considers themselves highly organized, an effective communicator, and has strong project management skills to support our founders and help guide the growth and success of INSTANDA.

If this sounds like you, we look forward to reviewing your application.

Responsibilities:

  • Own and manage the diary of our CEO and COO:
      • provide clear monthly, weekly, and daily updates on what is to come
      • ensure that meetings are prioritized and there are no double bookings in their calendars and all invites are clear
  • Make our founders successful in their roles
      • Remind them of urgent items
      • Set up their day strategically (blocks for work / blocks for calls / blocks for meetings)
      • Manage the logistics and bookings for internal and external client and business meetings on and off-sites
      • Plan and manage their travels for the UK and global destinations (when travel resumes)
      • Manage external inbound and outbound client communications
  • Effective email management of the founders
      • Flag priority items
      • Schedule meetings based on email follow ups
  • Support the success of the organization
      • Create and manage an office calendar for the purposes of all employees
      • Coordinate interoffice activities within the UK and other geographies
      • Collate and catalogue meeting agendas and minutes
      • Manage expenses and receipts for the senior management team
      • Manage relationships with suppliers, travel and booking agents and the management team
  • Document, document, document! We need to document and store a variety of tools and information.
  • You will not be told how to do most tasks, but have the freedom to use your experience and commercial wisdom to find the best ways to support our organization in running smoothly
  • Responsible for other administrative tasks as they occur

Requirements

  • 3+ years professional experience, juggling diverse responsibilities, managing rapidly changing competing priorities
  • Experience with expense management
  • Excellent calendar management skills, which includes entering any and all information related to meetings, travel, and logistics
  • Great written and verbal communication skills
  • We are looking for a proactive, solution oriented, a fast thinker with sound judgement skills to help prioritize work and make decisions
  • Collaborative and positive outlook
  • Proven ability to take initiative and a problem-solving aptitude
  • Experience of working for a fast growth business is an asset
  • Experience working in the insurance industry is an asset
  • Although we are respectful of your 'off' time, given the nature of the business and multiple geographies, you might be asked to respond to emails off hours occasionally

Benefits

  • You have the opportunity to be part of one of the world’s best insurtech brands, where you get to make big contributions
  • We offer 25 vacation days but recognize that some people like more personal time! We offer the option of buying up to 5 additional vacation days per year. We also offer additional vacation days for each year of service up to 30 days
  • We offer a wellness allowance of 100 GBP per month. We would like our employees to use this towards private medical health, a gym membership, or health and wellness related expenses.
  • Cycle to Work Scheme
  • Pension Match
  • Generous Learning & Development Benefits are available for all our employees!
  • Pre-covid, we had a great work from home policy, but now everyone does!
  • And much more!