Office Manager & Compliance Assistant

Office Manager & Compliance Assistant

Office Manager & Compliance Assistant will provide high-quality secretarial, executive support and administrative services to senior management and the wider captive management team. The postholder will help ensure that client, corporate and office administration is completed accurately, professionally and within agreed timescales. The role requires discretion, excellent organisation and a strong commitment to client service in a regulated financial services environment.

The Role

Corporate and Client Administration

• Support the administration of captive insurance companies and other managed entities in accordance with internal procedures and applicable Isle of Man requirements.
• Maintain accurate statutory, corporate and client records, including registers, minute books, authorised signatory information and key dates.
• Arrange board and committee meetings for client companies, including coordinating dates and attendance, issuing notices and agendas, collating and quality-checking papers, preparing and circulating board packs securely and within agreed timescales, and filing approved minutes and written resolutions.
• Maintain compliance calendars and monitor deadlines for annual returns, regulatory submissions, renewals and recurring client obligations, escalating upcoming or overdue items promptly.
• Support the Compliance Officer with client onboarding, customer due diligence checks and periodic reviews, including obtaining, verifying, recording and securely managing due diligence documentation; maintaining accurate and current compliance files; monitoring outstanding information and review dates; and escalating discrepancies or overdue items promptly.
• Liaise professionally with clients and service providers.

Office Administration

• Manage diaries, appointments, meetings and travel arrangements for directors and senior colleagues.
• Provide day-to-day administrative support across the business, including document production, data entry and records management.
• Coordinate and respond to internal administrative, reporting, governance and operational requirements from the wider Group, ensuring requests are completed accurately and within agreed timescales.
• Liaise professionally with operational stakeholders, including the landlord, facilities providers, suppliers, contractors and other service providers; coordinate routine requirements, maintain relevant records and agreements, and escalate issues as appropriate.
• Maintain organised electronic filing systems in line with confidentiality, data protection and retention requirements.
• Coordinate incoming and outgoing post, couriers, supplies, facilities matters and general office services.
• Assist with invoices, expenses, purchase records and other routine finance administration as required.
• Support internal events, client meetings, visitors and staff travel arrangements.
• Contribute to the maintenance and improvement of templates, procedures, checklists and administrative controls.
• Undertake other reasonable duties consistent with the nature and level of the role.

What you'll bring

Essential

• Previous experience in a secretarial, personal assistant, executive assistant or administrative role.
• Strong practical knowledge of Microsoft 365 applications, particularly Word, Outlook, Excel, PowerPoint and Teams.
• Excellent written and spoken English, with accurate spelling, grammar and document presentation.
• Proven ability to organise competing priorities, meet deadlines and follow tasks through to completion.
• Experience handling confidential information and maintaining accurate records.

Desirable

• Experience within insurance, captive management, corporate services, fiduciary services, financial services or another regulated environment.
• Experience preparing board packs or maintaining statutory and corporate records.
• Awareness of Isle of Man corporate, regulatory, data protection and anti-money laundering obligations relevant to an administrative role.

Skills and Personal Attributes

• Professional, dependable and service-focused.
• Highly organised, with close attention to detail.
• Clear and confident communicator with strong interpersonal skills.
• Able to exercise sound judgement, discretion and appropriate initiative.
• Comfortable working both independently and collaboratively within a small professional team.
• Adaptable and willing to support a broad range of tasks as business priorities change.
• Committed to accuracy, integrity, confidentiality and continuous improvement.

Working Arrangements and Other Information
The role is based in the Isle of Man and will be a full-time (Hybrid) role, although a hybrid work philosophy is in place, with flexibility subject to business requirements and company policy. Appointment will be subject to satisfactory references, eligibility to work in the Isle of Man and any background or regulatory checks considered appropriate for the position.

This job description summarizes the principal responsibilities of the post but is not exhaustive. Duties may be amended from time to time to reflect the needs of the business. The company is committed to fair and merit-based recruitment and to providing an inclusive working environment.

Equal Opportunity Employer 
We’re committed to equal employment opportunity and provide application, interview and workplace adjustments and accommodations to all applicants. If you foresee any barriers, from the application process through to joining WTW, please email [email protected]