Aon sp. z o.o.

Executive Assistant - Late Shift

Our office is located in Cracow and we offer a 50/50 hybrid working model.

What the day will look like

The main responsibility of the Executive Assistant will be providing administrative support to Aon's Law & Compliance (L&C) leaders, including the Reinsurance L&C team as follows:

• Acting as the primary/initial point of contact/liaison with internal clients and stakeholders, third parties, peers and direct reports, including Aon's Reinsurance Solutions leadership, Aon L&C leadership, and their respective teams, including supporting new colleague onboarding
• Proactively managing diaries, including management of multiple calendars, scheduling meetings, coordinating availability locally and globally (across different time zones), and exercising judgment to avoid conflicts and balance leaders' competing priorities,
• Coordinating internal/external meetings including preparation of agendas, presentation materials and all catering, equipment and logistical requirements,
• Planning and organising travel, including flights, hotels, local transportation and other logistics, submitting company expenses and reviewing invoices, coordinating approvals and responses as needed,
• Drafting emails and documents (e.g., Word, PowerPoint, PDF) as requested, in line with Aon branding standards, including typing, formatting, proof reading, printing and binding as needed,
• Preparing contracts by producing redlines or comparisons between drafts, document conversions (e.g., PDF to Word), and facilitating contract signing, including electronic signatures, template documents, filing signed agreements, and collecting data related to such agreements,
• Attending senior level meetings to take minutes and track action items and follow-up requests,
• Creating and maintaining strong filing systems, especially electronically (e.g., Outlook, SharePoint, shared drive), and proactively updating the Reinsurance L&C team's internal website containing template documents, policies, contact information and other resources,
• Contributing to operational and process improvement initiatives to streamline day-to-day operations of the Reinsurance L&C team,
• Facilitating and coordinating Aon L&C's Global Pro Bono & Corporate Social Responsibility Committee, including direct support of the Committee's Executive Sponsor and Co-Chairs and project management support for committee activities such as its annual Pro Bono Summit and annual United in Social Impact events
• Planning and executing L&C Global Town Hall meetings, including development of agendas, presenter scripts, and presentation materials (PowerPoint, short videos, etc.),
• Managing communications, event planning, and operational activities for L&C United committees, including project coordination & tracking and meeting administration
• Performing additional administrative duties as needed to ensure the proper workflow or the effective operation of the Reinsurance L&C team. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

Aon is in the business of better decisions

At Aon, we shape decisions for the better to protect and enrich the lives of people around the world. As an organization, we are united through trust as one inclusive, diverse team, and we are passionate about helping our colleagues and clients succeed.

Skills and experience that will lead to success

• Willingness to work late shift hours: 2 PM to 10 PM (14-22)
• Fluent English - at least C1 level (CEFR scale),
• 4-6 years of previous administration and office experience in a professional, client-oriented environment; previous experience supporting senior leaders preferred
• Proficiency with MS Office (e.g., Outlook, Word, Excel, PowerPoint, SharePoint); competency with enterprise business systems such as Adobe Acrobat, Workday, and Coupa; experience with legal matter management tools preferred
• Strong technology skills and digital fluency, including a passion for exploring AI-enabled tools and other technologies to enhance productivity, streamline workflows and support administrative and project management responsibilities
• Strong problem-solving skills, good organizational and time management skills, including ability to work independently, balance multiple competing priorities, and deliver high-quality work in a fast-paced, corporate environment
• Excellent oral & written communication and interpersonal skills, with a high focus on collaboration and demonstrated ability to interact with internal and external stakeholders at all levels of seniority.
• Reliable, trustworthy and highly professional, with sound judgment and ability to handle confidential & sensitive legal and executive matters with discretion and minimal oversight

Please attach CV in English only.

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