Marketing Coordinator – 6 Month Fixed Term Contract

London, City
03 Apr 2012
02 May 2012
Business Type
In-house / Client-side
Contract Type
Freelance / Contract
Full Time

An exciting opportunity has opened in our Marketing and Communications team for an experienced Coordinator to support the London based team. The job entails contact with all business areas and involvement with people at all levels which often requires discretion and confidentiality. The job holder must be able to multi-task and prioritize workload.

The Marketing & Communications team is responsible for delivering Marketing & Communications services to the XL Insurance UK & Ireland region, XL Re Europe Limited, and all staff in the London office. Therefore there are frequently competing priorities and the administrator position is key to providing a professional level of service to our clients. There are many opportunities within the role to develop Marketing & Communications skills.

1. To provide full administrative support, delivering work of a consistently high quality, to include:

• The typing of correspondence and internal documentation
• Daily diary management
• Organization of travel arrangements and associated itineraries
• Minute and note taking for external and internal meetings
• Liaising with internal and external contacts and suppliers
• Managing routine matters
• Handling classified and confidential information
• Timely and accurate processing of expenses/invoices
• Self management and team management skills
• Research and information gathering
• Email monitoring during staff absences
• Assisting with and screening telephone calls
• Co-ordination of postal/courier requirements
• Record-keeping
• Other duties as required

2. Support of London Office cross-segment activities, for example, Social Committee, Charity Committee, Global Day of Giving, Townhall meetings
3. Review and monitor progress of projects, meetings and required information requested, including following up to ensure stated timescales are met
4. Exercise significant personal initiative; execute tasks not requiring input
5. Secure sensitive documents and ensure that confidentiality is maintained. Handle cash (ie after corporate charity fundraisers) and ensure it is counted, logged and banked in a timely manner
6. Organize and prioritize meetings and travel, ensuring that efficient arrangements are completed on time and that necessary information regarding travel and meetings is prepared
7. Establish and maintain efficient filing systems so required information can be provided in a timely manner, including documentation from archives
8. Organise photo shoots for corporate initiatives such as the Annual Report, Insight magazine, press or advertising campaigns
9. Event support, internal and external as required
10. Basic web content management using a content management system (full training will be given). Maintenance of intranet content.

Experience & Skills
• Advanced keyboard skills and experience of Microsoft Office suite including Word, Excel, PowerPoint, Outlook
• Superior organizational ability to achieve agreed plans and targets
• Ability to work under pressure, juggling competing demands. Able to manage own time
• Pro-active, able to deal with unplanned requests
• Able to handle sensitive information and situations and to maintain confidentiality at all times
• Excellent communication skills for internal and external purposes – need to communicate often with senior management. Specifically this includes good written and verbal English/grammar skills
• Exhibit “intelligent” diary management; i.e. keeps abreast of current organizational/business developments that may impact on schedule/activities
• Highly flexible – the demands of the job vary. Long hours / early starts / late finishes may be required at peak times
• Team player – able to work within the European and Global MACKS teams
• Attention to detail
• Professional attitude, businesslike approach
• Marketing experience highly desirable
• Insurance knowledge desirable but not essential

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