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
