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