Team Assistant - People Function - London (12 month FTC)

Job description

Team Assistant – People Services – London – 12-month Fixed Term Contract

The Role

You will provide high quality and proactive administrative support across the Aviva Investors People Function. You will constantly seek ways to improve effectiveness by being proactive, taking the initiative in maintaining effective global calendars and processes. Moreover, in this collaborative team you will establish and maintain good working relationships with key internal and external stakeholders whilst demonstrating high levels of discretion and confidentiality. 

The Team

The People Function is made up of circa 25 HR professionals including Talent Acquisition, Development, Reward and Business Partnering.  You will be joining a high performing, but close-knit team supporting our business globally.

We attract, retain and develop the best talent by encouraging an inclusive and diverse environment to ensure we have highly motivated talented people to deliver the outcomes that our customers want and need.

Responsibilities

• Provide a professional, efficient and value added secretarial and administrative service to the business area in general
• Provide other general and reasonable support to enhance the efficient and professional operation of the business area.
• Establish and maintain good working relationships with key internal and external stakeholders
• Demonstrate high levels of discretion and confidentiality – acknowledging that some information seen will be sensitive/secret
• Provide an efficient administrative service across a specific business area including;
•    Arranging travel for colleagues using approved providers, using modes of travel and accommodation that are appropriate, within policy and meeting business / individual needs.
•    Arranging internal and external meetings and providing necessary documentation in a timely and efficient way
•    Acting – as required – as meeting secretary, recording and distributing notes, actions and following up as appropriate

• Process expense claims within service and policy standards.
• Maintain a well organised records and data management system to facilitate orderly and efficient processing.
• Make sure that all sensitive and confidential information is appropriately stored and discretely handled.
• Undertake other reasonable duties in support of the efficient and effective operation of the business area.
• Deputise for the Executive Assistant as necessary
• Provide additional team support where necessary across People projects, such as coordinating events or involvement with new starters, early careers, L&D  etc

Key Performance Indicators

• Incoming correspondence handled appropriately
• All meetings arranged as requested with necessary papers provided in good time
• All other service targets met or exceeded
• All external and internal risk, compliance and legal standard met
• Positive feedback from colleagues with issues resolved in a timely manner
• Initial travel / accommodation quotes provided correctly and within agreed timescales.

Requirements

• Educated to at least “A” level standard (or equivalent or having substantial relevant experience.
• Experienced in administrative roles, including outstanding organizational skills, planning and attention to detail
• Excellent technical skills; including Microsoft Outlook, Word, PowerPoint and Excel
• Flexible and clam under pressure
• Total discretion and confidentiality always
• Great communication skills – written and oral

About us

We are a global asset manager with broad and deep expertise across all major asset classes. As part of the Aviva Group – the UK’s largest insurance company – we are uniquely positioned to combine our insurance heritage with our investment capabilities to deliver the outcomes that matter most to today’s investor.

Today’s investors are asking more questions than ever. They expect more from their asset managers. They want joined-up thinking fit for an interconnected world; integrated solutions with their needs firmly at the heart. We’re challenging ourselves to respond to these new expectations – as well as the changes taking place in our industry and the world around us.  About us

Inclusion and diversity

More than 1,500 people work across the globe, bringing it all together for today’s investor. True integrated advantage starts with our culture.

When everyone feels part of a unified team, in an environment of fairness, inclusion and positivity, we all achieve more. Integrated advantage is created when everyone feels stronger together - with no barriers to their ability to contribute, collaborate and succeed.  Our Culture

You will be assessed against the Aviva values: care more, kill complexity, never rest and create legacy.