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CEO Team Assistant

Job description

Job Grade: 5

Closing date: 24 May 2019

Job title of line manager: Chief of Staff

Contract type: Fixed term position for 6 months

How to apply

To apply for this role, please send your CV and a cover letter to:

Purpose of job

Working with, and reporting to, the IFoA Chief of Staff, you will be part of a small team that provides administrative and secretariat service to IFoA leadership as part of the Chief Executive’s directorate.


  • Financial – no budgetary responsibility
  • Members of staff – no managerial responsibility
  • Other – this individual will work within a team of eight, primarily supporting the IFoA’s Corporate Secretary and Assistant Corporate Secretary. Ad hoc support to other members of the Chief Executive’s Office may be required.

Principal accountabilities

  • Helping to facilitate the smooth operation of the IFoA’s public (e.g., AGM), leadership, and other meetings, including supporting the organisation of meetings, collation of documents, preparation of agenda and papers, issuing packs prior to meetings; as required, may also take attendance, minutes, and key follow-up actions.
  • Providing administrative support to the IFoA’s Corporate Secretary, Council, other corporate Boards and Committees, legal entities and Trust Funds as may be required, including collating/formatting/circulation of documents and presentations, as well as processing expenses.
  • Maintaining action logs, registers and other lists, helping to manage and prioritise actions (to and from the Chief of Staff), ensuring deadlines are met and work is delegated to the appropriate person or team.
  • Dealing with correspondence, collating information, and writing reports, as required.
  • Supporting the management of the calendar for Council and other meetings, and booking travel and accommodation.
  • Ad hoc projects and other duties as may be assigned; the CEO Team Assistant will contribute to wider team objectives and deputise for other team members as appropriate.
  • Proactively support effective communication across the Directorate and the organisation.
  • Contribute to the organisation of employee events (e.g., away days for Directorate and employees).
  • Assist other PAs as part of a wider PA network.

Main contacts

Internal contacts:

  • Line manager (Chief of Staff)
  • IFoA Corporate Secretary and Assistant Corporate Secretary
  • Colleagues in the CEO Directorate
  • Other PAs
  • Wider network of employees

External contacts:

  • May provide secretarial support to of the President, President-elect, Immediate Past President and Chair of Management Board


  • Will follow and contribute to the development of clear procedures, supporting process improvements as and when such opportunities are identified
  • Takes initiative to correctly prioritise and organize a changing workload, and the work of the Chief of Staff, to flexibly accommodate external deadlines or issues arising
  • Managing, prioritizing, and scheduling meetings and deadlines for associated papers
  • Ability to manage stakeholders’ expectations with regards to delivery, and escalating and bringing critical information and concerns to attention of the Chief of Staff


The role is varied and requires strong administrative and organisational skills. A flexible and team-orientated approach is required. You must have the ability to prioritise and manage a large and varied workload and be happy working in a fast-paced environment.


The role is important to the success of the CEO Directorate and elected volunteer leadership. The job holder will make a contribution to the achievement of the Directorate’s overall objectives.

Knowledge and experience


  • Educated to A-level standard
  • Appropriate experience in a PA or project coordinator role
  • Solid experience of working with and for senior staff members, and knowledge of working and liaising with boards
  • Strong communication, minute-taking, organisational, administrative and computer skills (MS Office suite: Word, PowerPoint, Excel, Outlook)
  • Strong time management skills.
  • Expertise in all MS Office packages
  • Strives for high standards of delivery
  • Communicates (verbally and through written work) clearly and concisely
  • Strong interpersonal skills (tact, honesty, integrity, discretion, diplomacy, confidentiality, patience and ability to get on well with all levels of stakeholders)
  • Ability to prioritise and manage a large and varied workload
  • Minutes and note-taking
  • Enthusiastic, keen to learn and be part of a team


  • Knowledge of project management processes and best practices
  • Interest or experience of actuarial or membership body / regulatory issues.
  • Experience of working in an organisation with volunteer leadership.

Values and behaviours

The following values and behaviours are a standard requirement for all roles within the IFoA.


You must be honest and fair in your dealings with other employees, and respects and acknowledges the opinions and contributions of your colleagues and do the right thing when there is a choice to be made to do so.


You  must  works  together  with  other  employees  and  proactively  build  relationships  to  achieve individual, team and corporate objectives and create engagement from stakeholders.


You must help to develop the future of the IFoA with a focus on continuous improvement, contributing with their ideas, providing feedback where appropriate and sharing learning.

Other information

You will be based primarily in the IFoA’s London office, but will be required to travel as required to be an effective member of the team. This may include, but is not limited to, an overnight trip within the UK at least four times a year. Extended hours of work may be required at certain times of the year.

Contact Details

HR Team

We aim to respond to all enquiries within three working days.

Filter or search events

Start date
E.g., 25/06/2019
End date
E.g., 25/06/2019

Events calendar

  • SIAS Event: Navigating Organisational Politics Positively

    Staple Inn Hall, High Holborn, London, WC1V 7QJ
    3 June 2019

    Spaces available

    The term 'office politics' usually has a lot of negative connotations and indeed an inability to be able to navigate an organisation's formal processes and interact effectively with others at work can have far reaching adverse consequences.

  • Spaces available

    Public scrutiny of what investment funds deliver for consumers continues to be high profile, with the FCA’s Asset Management Market Study requiring fund managers to make (and publish) an annual assessment of value for authorised funds from the end of 2019.

  • Reimagining ageing

    Staple Inn Hall, High Holborn London WC1V 7Q
    14 June 2019

    Spaces available

    Reimagining ageing, hosted by the Institute and Faculty of Actuaries, in partnership with the ILC

  • Spaces available

    Increasing global concern over the impact of climate change has recently led to public scrutiny over the adequacy of existing risk management practices by insurance firms and pension schemes in dealing with these challenges, that potentially impact both individual actuaries and the IFOA generally.


  • Pensions Conference 2019

    Bristol Marriott Hotel City Centre, 2 Lower Castle Street, Old Market, Bristol, BS1 3AD
    18-19 June 2019
    Spaces available

    Covering current topics and industry trends, the conference also includes a pre-conference evening dinner (18 June) giving you the opportunity to develop your network. 

  • KSS event – FinTech and The Actuarial Profession

    EY, Atria One, 144 Morrison Street, Edinburgh
    19 June 2019

    Spaces available

    This KSS talk from FinTech Scotland's CEO will explore the mission to create an integrated Fintech ecosystem through provision of funding, support, infrastructure and talent that recognises and responds to the needs of all stakeholders - and the overarching aim for Scotland to be one of the top 5 Fintech global leaders by 2020.

    To book your place, please email 

  • Current Issues in General Insurance (CIGI) 2019

    Inmarsat, 99 City Road, London, EC1Y 1BJ
    19 June 2019

    Spaces available

    CIGI is a well-established one-day seminar designed to increase awareness and encourage discussion on a variety of topical issues across the general insurance industry. 

    There will be an excellent and diverse line-up of speakers to provide a variety of perspectives and challenge covering technical and professional areas. 

  • Cass Event – New Thinking about Deferred Annuities

    Cass Business School, Executive Education Facilities 200 Aldersgate St, London EC1A 4HD
    21 June 2019

    Spaces available

    Our motivation for discussing this important subject comes from some exciting recent research which has analysed the impact of behavioural factors on the decision to purchase an annuity. This work has shown that behavioural factors can explain the well-known low demand for immediate annuities but this research also identifies an important opportunity in relation to deferred annuities (DA). The research suggests that these factors lead to positive incentives to purchase a DA and that, for longer deferred periods, a DA could be an attractive product for both consumers and insurers.

  • IFoA/SAS Joint Professional Skills Training – Singapore

    Room 903, NTUC Centre, Level 9, One Marina Boulevard, Singapore 018989
    25 June 2019

    Spaces available

    The Institute and Faculty of Actuaries (IFoA) and Singapore Actuarial Society (SAS) are organising a joint Professional Skills Training (PST) in Singapore. This session is suitable for actuaries working in any area (i.e. it is not specifically aimed at Life, GI or any other technical discipline) and is interactive, so you should come along prepared to take part in the discussions.

  • AGM and Presidential Address 2019 + Volunteer and Member Drinks Reception

    The Hub  Castlehill Edinburgh EH1 2NE
    26 June 2019

    Spaces available

    Notice is hereby given that the ANNUAL GENERAL MEETING of the INSTITUTE AND FACULTY OF ACTUARIES will be held at The Hub, Edinburgh on Wednesday 26 June 2019 at 16.30 (Preceded by tea from 16.00) and followed by a PRESIDENTIAL ADDRESS given by John Taylor.

  • IFAM event - Actuarial Teachers’ & Researchers’ Conference 2019

    Institute for Financial and Actuarial Mathematics Department of Mathematical  Sciences The University of Liverpool Mathematical Sciences Building Peach Street Liverpool, L69 7ZL
    27 June 2019 - 29 June 2019

    Spaces available

    The Institute for Financial and Actuarial Mathematics (IFAM) at the University of Liverpool is pleased to host the 2019 Actuarial Teachers’ and Researchers’ Conference from 27-28 June 2019. This annual two-day event has been running annually now for many years, each time hosted by a different university, and provides all those interested in actuarial research and education a great opportunity to share their ideas and catch up on the latest developments.

  • IFoA/ASM Joint Professional Skills Training – Kuala Lumpur

    Menara AIA, Auditorium, 99 Jalan Ampang, 50450, Kuala Lumpur
    28 June 2019

    Spaces available

    The Institute and Faculty of Actuaries (IFoA) and Actuarial Society of Malaysia (ASM) are organising a joint Professional Skills Training (PST) in Kuala Lumpur. This session is suitable for actuaries working in any area (i.e. it is not specifically aimed at Life, GI or any other technical discipline) and is interactive, so you should come along prepared to take part in the discussions.

  • SIAS: The Impact of Air Pollution on Health and Life Expectancy

    Staple Inn Hall, High Holborn, London, WC1V 7QJ
    2 July 2019

    Spaces available

    Air pollution has gained increasing attention lately. Nicola Oliver, head of longevity and mortality research for Medical Intelligence, will discuss not only the impacts of air pollution on health and life expectancy but also how as an industry we should be addressing it.

  • GIRO Conference 2019

    EICC, The Exchange, 150 Morrison St, Edinburgh EH3 8EE
    24-26 September 2019
    Spaces available

    GIRO is attended annually by over 800 delegates and speakers who are keen to discuss key topics such as Pricing, Reserving, Modelling and the future of the insurance industry. GIRO 2018 was a huge success and we have opened bookings early for what we hope will be another brilliant conference at the EICC in Edinburgh this year.