Administrative Assistant

A little bit about us

Airmic’s Purpose is to champion the societal and strategic value of risk management and insurance in a changing world. We are the UK and Ireland's largest risk management and insurance association with over 450 corporate and around 2,000 individual members, supported by a network of leading risk, insurance, legal, technology and consulting partners, and affiliated institutes, associations, universities and business schools. Our members enjoy access to a wide variety of face to face and online events and learning opportunities, special interest groups and regional meetings, supported by a competency framework and mentoring scheme. With over 400 CPD hours, networking opportunities, and a growing research library, Airmic supports professionals at all career stages in navigating and shaping the future of risk management.

About the role

This is a new role within Airmic that will continue to develop throughout the year, presenting a strong opportunity to support and shape ongoing change. It offers exposure to a broad range of tasks, the chance to contribute wherever needed, and the opportunity to learn and grow in new areas.

Initially, the role will be primarily focused on executive support, with most of your time dedicated to working closely with the CEO to manage their calendar, coordinate complex scheduling, and handle any required bookings. Another key aspect of the role involves office administration, including liaising with office maintenance providers, ordering kitchen and office supplies, and ensuring the smooth day-to-day running of the office. The remainder of your time will be spent providing administrative support to the wider team, such as assisting the events team with bookings and travel arrangements.

Experience dealing with C-suite executives and board members is crucial.

Key Purpose

To provide high-level administrative and operational support to C-suite executives while ensuring the smooth and efficient running of the office. This role requires exceptional organisation, discretion, and judgment, acting as a trusted partner to senior leadership in a fast-paced environment.

Primary Responsibilities

CEO Executive Support

• Provide direct administrative support to the CEO, including calendar management, inbox oversight and priority handling
• Coordinate and schedule high-level, confidential, and time-sensitive meetings with internal leaders, board members and external stakeholders
• Manage complex calendars across multiple time zones, resolving conflicts and anticipating scheduling needs
• Prepare meeting materials, agendas, briefing documents and track follow-up action items
• Act as a gatekeeper and liaison for executives, always exercising professionalism and discretion
• Book and manage executive travel arrangements, including flights, accommodations and itineraries
• Ensure seamless meeting logistics, including room bookings and virtual meeting links

Office Administration

• Oversee day-to-day office operations to maintain an efficient well-organised workplace
• Manage office supplies, vendor relationships and service contracts
• Support the Head of Finance with the day to day running of the office
• Maintain accurate records, files and confidential documentation

Ad hoc Administrative Support

• Provide administrative support to the wider team as needed, including assisting the events team with bookings, travel arrangements and logistics
• Support cross-functional projects and team initiatives by coordinating schedules, managing documentation and handling ad hoc administrative requests
• Take on additional administrative and operational tasks as required to support business priorities and ensure smooth day-to-day operations

The role is full time and permanent

The role will involve 35 hours per week spread over 5 working days. The job holder will operate from the Airmic office in Marlow House, Lloyd’s Avenue, City of London. There is currently dispensation to work three days per week (minimum) in the Airmic office with the balance of the time working from home. Tuesday is currently a team “core” day in the office where we come together and organise a team lunch. There will be occasional travel within the UK, such as to venues for Airmic events, including the 3-day Airmic Annual Conference and Exhibition to be held in Birmingham in June 2026. It's a great and fun way to meet our partners and members!

About you

The ideal candidate would have the below expertise and experience however if you don’t meet every requirement, we still encourage you to apply. Research shows that some candidates — particularly women — are less likely to apply unless they meet nearly 100% of the criteria, while others may apply when meeting far fewer. If this role excites you, we’d love to hear from you!

Qualifications and Experience

• 5+ years’ experience as an Office Administrator, Executive Assistant or in a similar role
• Proven experience supporting C-suite or senior executive leadership
• Demonstrated ability to manage high-priority and confidential matters with precision
• Strong organisational, time-management and multitasking skills
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office and virtual meeting platforms

Key competencies

• Attention to detail
• Methodical and organised
• Excellent time and priority management skills
• Collaborative approach, thriving on team work and keen to understand and contribute to the wider business objectives within a small organisation
• Resilient and resourceful, aware of own strengths and limits, always seeking ways of overcoming obstacles and barriers
• Written and verbal communication skills in business English of the highest level

Please note that, Marlow House is an old building and the Airmic office is on a mezzanine level between the 2nd and 3rd floors accessible only via a short but steep flight of steps after exiting the lift.