Personal Assistant

About Ki

Ki is reshaping a centuries-old insurance market with a digital-first approach. Built in collaboration with Google and UCL, the company uses algorithms, machine learning, and large language models to help insurance brokers receive quotes in seconds instead of waiting days. Ki is now the world’s largest algorithmic insurance carrier, the fastest-growing syndicate in the Lloyd’s of London market, and the first in that market to reach $100 million in profit within three years.

The organisation brings together people from a wide range of backgrounds and works in a flexible, cross-functional way to deliver strong outcomes for customers. As the business continues to grow, it is looking for talented people who can help challenge old ways of working and support its next stage of growth.

Role overview

The Personal Assistant will be part of the administrative function and will play an important role in supporting members of the Executive Management Team. This position focuses on diary coordination, communications, and general administrative support, while also helping ensure executives are fully prepared for meetings and business commitments. The role also involves building strong relationships across the organisation and contributing to wider projects that support company goals.

Key responsibilities

• Take ownership of EMT calendars, arranging meetings and resolving scheduling clashes wherever possible.
• Work ahead with the Executive Management Team to make sure travel and important commitments fit around regular responsibilities.
• Manage business schedules, and occasionally private diaries, while adjusting appointments as priorities change.
• Welcome and liaise with internal and external clients, visitors, and service providers.
• Prepare and share reports, presentations, and management packs for senior-level meetings.
• Draft and circulate minutes, notes, and meeting summaries within required deadlines.
• Monitor emails, phone calls, and visitors, handling confidential matters with care and professionalism.
• Coordinate travel arrangements and create detailed itineraries for the EMT and key colleagues.
• Handle invoices and process monthly expense claims for the EMT.
• Support onboarding arrangements, including profiles and starting logistics for new joiners across different departments.
• Plan team events, socials, and away days, and assist with larger company-wide events where needed.
• Provide support across teams, including minute-taking for committees and following up on action points.
• Carry out other reasonable duties that help the team and keep the business running smoothly.

Requirements

• Strong experience in diary administration and meeting coordination.
• Background in managing schedules and organising meetings.
• Ability to prepare polished documents and presentations for professional use.
• Experience arranging travel and submitting expenses.
• Demonstrated ability to handle multiple projects at once.
• Excellent written, verbal, and interpersonal communication skills.
• Advanced knowledge of Microsoft Office and Teams; familiarity with Slack and Notion would be an advantage.
• Comfortable working under pressure while prioritising effectively.
• Proactive approach to problem-solving and anticipating needs.
• Strong teamwork skills and the ability to build effective relationships with stakeholders.

Benefits

The role comes with a highly competitive pay and benefits package, which is reviewed regularly to keep it current and relevant. The company values recognition and makes a point of acknowledging and rewarding exceptional effort from teams and individuals.

Recruitment process

• Initial screening call with a recruiter
• Discussion with the hiring manager
• Technical interview, depending on the role
• Values-based interview