Personal Assistant

Job Title

PA

Team members, brokers, support staff, other staff members, external clients and suppliers.

To provide comprehensive PA and administration support to members of Beazley Management as required

• 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.

• 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.

• Educated to ‘A’ level/High School graduate or equivalent preferred
• Professional administrative or secretarial qualifications desirable but not essential

• 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

• 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

• 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

• Concern for quality
• Information seeking
• Customer focus
• Team working
• Initiative
• Problem solving
• Time management
• Relationship building
• Communication skills
• Detail orientated