Executive Assistant - 12 month FTC

Job Title: Executive Assistant 12-month FTC

Location: UK-based (Ipswich), supporting stakeholders across UK and US time zones

Reporting Line: PMO Director

The Role

The Programme & Executive Support role will provide high-quality administrative and coordination support to the UK leadership team as the BMS business is integrated into Willis Re. The role will support activity in the lead-up to Day 1 on 1 November and continue through the post-Day 1 integration period. Working across UK and US time zones, the role will focus primarily on diary management, meeting organisation and responsive executive administration.

Key Responsibilities

• Diary coordination: Manage complex diaries for members of the UK leadership team, balancing Programme Seahawk, integration and business-as-usual priorities.
• Meeting management: Schedule and coordinate leadership, programme, workstream and business-as-usual meetings across UK and US time zones, including invitations, attendance, agendas, papers, meeting links, rooms and logistics. Ensure the owner of the meeting (chair) is aware of who has accepted or declined the invitation and ensure the key people can attend.
• Integration support: Coordinate meetings and administrative activity required to support the integration of the BMS business into Willis Re before Day 1 on 1 November and throughout the post-Day 1 integration period.
• Executive support: Provide responsive administrative support to UK leaders, including meeting preparation, briefing materials, correspondence, follow-ups and management of changing priorities.
• Stakeholder coordination: Liaise with UK and US stakeholders to confirm availability, ensure the correct people are included and resolve scheduling conflicts promptly.
• Partner with the PMO to support the maintenance of project documentation, trackers, reporting, meeting administration, and stakeholder communications, helping to ensure the effective and efficient delivery of projects.
• Meeting administration: Work with the Programme team to circulate agendas and papers, capture concise notes and actions where requested, and issue follow-up communications.
• Distribution lists: Maintain accurate email distribution lists and a central register showing current membership.
• SharePoint and file-sharing access: Act as the main contact for SharePoint and ShareFile access, maintaining the access log and resolving issues.
• General administration: Provide flexible support for ad hoc leadership, programme and integration priorities as required.

 About You

• Proven experience in executive support, diary management, team administration or a similar role within a complex, fast-paced environment.
• Strong organisational skills, with the ability to coordinate a high volume of meetings, changing diaries and senior stakeholders across both UK and US time zones.
• Excellent attention to detail and a disciplined approach to meeting arrangements, deadlines, records and follow-up.
• Strong written and verbal communication skills, with confidence working with senior executives and cross-functional teams.
• Proficiency in Microsoft Outlook, Teams, Word, Excel and PowerPoint; experience of SharePoint or similar collaboration tools is desirable.
• Ability to anticipate requirements, manage competing priorities, use sound judgement and handle sensitive information with discretion.
• Proactive, dependable and comfortable working independently while supporting a geographically dispersed team.

Working Pattern

This is a cross-time-zone role supporting teams, executives and meetings in both the UK and US. The successful candidate must be able to work flexibly across both time zones, including regular early starts and/or later finishes where required by the programme and executive meeting schedule. Working arrangements will be agreed in advance wherever possible. The role is expected to be offered as a 12-month fixed-term contract, ideally providing continuity through the key delivery period.

Success Measures

• UK leadership diaries are coordinated effectively across programme, integration and business-as-usual priorities.
• Meetings across UK and US time zones are organised efficiently, with the correct stakeholders, materials and logistics in place.
• Administrative support remains responsive and reliable through the lead-up to Day 1 on 1 November and throughout post-Day 1 integration.
• Programme leaders and executives receive professional support that enables them to focus on delivery and decision-making.

About Willis Re

We combine specialist broking with analytics, modeling and research to help insurers optimize risk transfer, strengthen balance sheets and achieve sustainable growth. Our approach is relationship-driven, transparent and outcome-focused.

At the heart of Willis Re is a focus on delivering the most cutting-edge analytical solutions to enable more informed, better decision-making for risk selection, portfolio optimization, and capital management.

The launch of Willis Re brings a strategic advantage of being unhindered by legacy, an ability to leverage data, statistical models and advanced technologies with the best knowledge and expertise to deliver more efficient and effective reinsurance outcomes. This places Willis Re in a unique position to build a truly analytically driven business, focused on creating solutions for the reinsurance industry that are future led and forward thinking.

Willis Re will also leverage recognized technical expertise from WTW’s Insurance Consulting & Technology business including their advanced modeling and analytical capabilities. Alongside this will be WTW’s Research Network, an award-winning business supporting and influencing science to improve the understanding and quantification of risk.

Willis Re is committed to embracing a diverse, inclusive, and flexible work environment. We provide equal opportunity to all qualified individuals regardless of race, colour, religion, age, gender, gender expression, national origin, veteran status, disability, orientation, or any other legally protected categories. If you have a need that requires accommodation, please email us at [email protected]