This job is with Beazley, an inclusive employer and a member of myGwork – the largest global platform for the LGBTQ+ business community. Please do not contact the recruiter directly. General
Job Title: PA
Key Relationships: Team members, brokers, support staff, other staff members, external clients and suppliers.
Job Summary: To provide comprehensive PA and administration support to members of Beazley Management as required
Key Responsibilities
Team Support
Provide complete and accurate administration service including diary management, email inbox management as well as, file management and dealing with routine correspondence and enquiries.
Act as first point of contact for both internal and external clients wishing to contact the team.
Arrange internal/external meetings including booking meeting rooms/venues; booking & setting up telephone, video conferencing or Teams meetings and lunch/refreshment arrangements; liaising with training providers where necessary.
Organise meeting packs and reports for meetings.
Create meeting agendas, capture minutes and actions for committee meetings. Track actions for the committee to ensure they are updated in line with due dates.
Track and follow up on actions assigned to the stakeholders to meet deadlines.
Co-ordinate travel arrangements. This includes booking flights, accommodation, producing itineraries, liaising with internal and external clients and arranging passport/visas where applicable along with ensuring compliance to any Covid requirements where necessary.
Produce PowerPoint presentations for meetings and seminars, and formatting documents using Beazley templates.
Process expenses for team.
Provide diary management support for the team as appropriate, including acceptances/declines for meeting requests, act as "gatekeeper" to meeting requests, ensuring adequate preparation and travel time is allotted.
Arrange team away days or broker events as necessary.
Meet and greet visitors.
Manage ad hoc tasks/projects as requested by the team.
General
Undertake any other reasonable duties /ad hoc reports as may be requested.
Comply with any specific responsibilities necessary for your role as outlined by your line manager, the Culture & People or assurance teams (compliance, risk, internal audit) and ensure you keep up to date with developments in these areas.
Carry out additional responsibilities as individually notified, either through your objectives or through the learning management system.
Personal Specification
Education and Qualifications
Educated to 'A' level/High School graduate or equivalent preferred
Professional administrative or secretarial qualifications desirable but not essential
Skills And Abilities
Strong communication skills, both verbal and written
Advanced in all Microsoft Office including MS Teams
The ability to manage time, meet deadlines and prioritise
Excellent understanding of organisational processes
Accurate and numerate
Knowledge And Experience
Proven PA / administration experience
Managing multiple complex diaries
Experience of arranging complex travel plans and itineraries
Experience in processing expenses
Experience of working with people across multiple locations
Aptitude and Disposition
Outcome focussed, self-motivated, flexible, and enthusiastic
Professional approach to successfully interact with managers/colleagues and external suppliers
Team player as well as the ability to use own initiative
Proactive
Competencies
Concern for quality
Information seeking
Customer focus
Team working
Initiative
Problem solving
Time management
Relationship building
Communication skills
Detail orientated