Job Description

About the Role

We are seeking two highly organised and detail-oriented Virtual Assistant to join a large, fast-paced organisation.

This is a highly specific administrative role focused on managing a significant volume of email communication and acting as an essential link between different parties involved in business transactions.

The successful candidates will work as the central communication point between internal teams and external partners. Certain parties, including underwriters and brokers, are required to communicate through an intermediary rather than directly with one another. Your role will be to receive emails and documents, identify the correct recipient, and accurately forward the information to the appropriate party.

You will be trained on the relevant workflows, contacts, and communication processes. However, because of the high volume of communication involved, you must be exceptionally confident using Gmail and/or Microsoft Outlook and able to manage a busy inbox efficiently and accurately.

Key Responsibilities

• Manage a high volume of incoming and outgoing emails throughout the day.
• Act as the communication intermediary between designated parties who are not permitted to communicate directly.
• Receive contracts, documents, deal-related information, and other correspondence and forward them to the appropriate recipient.
• Quickly review incoming emails and accurately determine where the communication needs to be routed.
• Ensure emails and documents are forwarded promptly and accurately.
• Follow established communication procedures and maintain appropriate separation between parties where required.
• Learn the relevant contacts, workflows, and routing processes for your assigned area of the business.
• Organise and manage a busy inbox to ensure important communication is not missed.
• Use Gmail and/or Microsoft Outlook features to improve efficiency and manage a high email volume.
• Create and maintain labels, folders, categories, filters, rules, and other inbox-management systems.
• Make effective use of email automation and productivity tools where appropriate.
• Track outstanding communication and follow up when necessary.
• Maintain confidentiality when handling contracts, deals, client information, and sensitive business correspondence.
• Ensure a high level of accuracy and attention to detail at all times.
• Assist with related administrative tasks as required.

Requirements

• Previous experience in an administrative, secretarial, office support, coordination, or high-volume email management role is preferred.
• Exceptional working knowledge of Gmail and/or Microsoft Outlook .
• Strong understanding of advanced inbox-management features, including:
• Labels and folders
• Filters and rules
• Categories and flags
• Email search and organisation
• Automated sorting and routing
• Templates and other productivity features
• Comfortable managing a large volume of emails and working efficiently in a fast-paced environment.
• Exceptional attention to detail and accuracy.
• Strong organisational and time-management skills.
• Ability to quickly learn new processes, contacts, and workflows.
• Able to follow detailed procedures consistently.
• Strong written communication skills and professional email etiquette.
• Ability to work independently and remain productive throughout the day.
• Comfortable handling confidential and sensitive business information.

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