Administrative Assistant

Administrative Assistant

Salary – Circa £30,000-£35,000

We’re looking for an administrative assistant who is naturally curious, proactive and eager to get involved. Someone who enjoys building strong working relationships, takes pride in creating order, and helps teams operate smoothly by making their day‑to‑day work easier.

This role sits within Aviva’s Group Legal function, supporting teams involved in some of the organisation’s most interesting and high‑profile work — spanning digital and data, corporate finance, reinsurance and more.

A bit about the job

You’ll be central to the smooth running of the team’s daily operations. Key responsibilities include:

• Building a strong understanding of the teams’ priorities — joining meetings, asking questions and growing your network — so you can anticipate needs, prioritise effectively and provide high‑quality support.

• Keeping ahead of deadlines, following up on actions and helping the team stay organised and focused.

• Managing all aspects of meeting coordination: agendas, room bookings, technology setup, catering and visitor arrangements.

• Supporting and helping organise team activities such as away days, volunteering events and training sessions.

• Coordinating diaries, meetings, travel and expenses for multiple senior lawyers.

• Supporting onboarding and offboarding processes, new‑starter requirements and team communications.

• Maintaining team records, logs, trackers and process documents, as well as supporting document management activities.

• Producing and updating high‑quality documents, presentations and spreadsheets.

• Managing purchase orders and ensuring invoices are tracked and paid promptly.

• Representing the team with professionalism, discretion and a high level of confidentiality.

Skills and experience we’re looking for

• Experience in Financial Services or Insurance, ideally within a FTSE100 organisation.

• Strong working knowledge of M365 (Outlook, Teams, SharePoint, Excel and PowerPoint), with a willingness to help others build confidence using these tools.

• Able to work both independently and collaboratively in a fast‑paced environment and is comfortable engaging with a wide range of stakeholders while managing multiple priorities.

• Proactive, adaptable and detail‑focused, with a commitment to delivering exceptional administrative support.

• A resilient, solutions‑focused approach — someone who anticipates needs, suggests improvements and takes initiative, ownership and accountability.

What you’ll get for this role: 

Our purpose - with you today, for a better tomorrow – is a promise we make to our colleagues too.  And one of the ways we live up to that promise is by investing in you.  We have so much to offer when it comes to being an Aviva colleague.  

• Starting salary circa £30,000-£35,000  (depending on location, skills, experience, and qualifications) 

• Bonus opportunity – 6% of annual salary Actual amount depends on your performance and Aviva’s. 

• Generous pension scheme - Aviva will contribute up to 14%, depending on what you put in. 

• 25 days holiday plus bank holidays, and you can choose to buy or sell up to 5 days 

• Aviva-funded Private Medical Benefit to help you get expert support when you need it 

• Make your money go further - Up to 40% discount on Aviva products, and other retailer discounts 

• Up to £1,200 of free Aviva shares per year through our Matching Share Plan and share in the success of Aviva with our Save As You Earn scheme 

• Brilliantly supportive policies including parental and carer’s leave  

• Flexible benefits to suit you, including sustainability options such as cycle to work  

• Make a difference, be part of our Aviva Communities and use your 3 paid volunteering days to help others 

• We take your wellbeing seriously with lots of support and tools 

Take a look to learn more.  Put a salary into this calculator to see what your total Aviva Reward could be. 

Aviva is for everyone: 

We’re inclusive and welcome everyone – we want applications from all backgrounds and experiences. Excited but not sure you tick every box? Even if you don’t, we would still encourage you to apply. We also consider all forms of flexible working, including part time and job shares. 

We flex locations, hours and working patterns to suit our customers, business, and you. Most of our people are smart working – spending at least 50% of their time in our offices every week - combining the benefits of flexibility, with time together with colleagues. 

To find out more about working at Aviva take a look here 

We'd love it if you could submit your application online. If you require an alternative method of applying, or if you have any queries in relation to the vacancy, please email vivien.gergaly@aviva.com.