Office Administrator

Overview

Job Title: Office Administrator - Chicago

Division: Commercial Management

Reports To: As per Beazley’s organization chart

Key Relationships: Local office members, Commercial Management team, local Head of Office, regional Partner Engagement Managers

To facilitate the efficient and safe running of the local office, ensuring health & safety requirements are maintained at all times. Working in partnership with the Head of Office to organise and support internal and external office events. Working within Commercial Management to ensure facilities are maintained. Working in partnership with the Partner Engagement team to facilitate and organize regional activity for growth.

Managing and welcoming visitors to the office.

Office Support

• Provide complete and accurate administrative services to the local office including but not limited to: drafting/sending memos and emails, printing/scanning documents, file management, distributing/processing departmental mail, dealing with routine correspondence and enquires, maintaining a clean, safe and efficient working environment, assisting with meeting room bookings when needed.
• Act as first point of contact for both internal employees and external visitors wishing to contact the office. This includes management of office access, arranging lunch benefit where needed, and being onsite during their visit to greet and assist with office setup. Managing additional requests for visitors such as booking meeting rooms, arranging lunch and refreshments, being available on the day of the visit.
• Order/maintain office supplies. This includes the office supplies, fresh fruits and milks, pantry snacks, and day-use cleaning supplies. Ensure office equipment is in good working condition, liaise with Vendors/Commercial Management to address any deficiencies.
• Manage the local office phone line and direct calls to appropriate party.
• Assist with the onboarding of new office members. This includes but is not limited to conducting a safety tour of the office, creating a building badge, arranging lunch access, and ensuring that the new office member has what they need.
• Assist the Head of Office with their responsibilities. This may include arranging monthly office meetings, arranging social activities, and providing ad hoc support.
• Plan and arrange social events for office members, in partnership with Head of Office.
• Maintain the Head of Office social budget and ensure that it is kept accurate and current.
• Expense management and timely reporting in compliance with corporate policy (Concur)
• Take the initiative to identify and resolve problems as they arise to facilitate the smooth running of the office.
• Manage ad hoc tasks/projects as requested by the team, including holiday coverage for other offices, draft/circulate local Office Weekly Newsletter to employees and expected visitors and miscellaneous events coordination in support of various Beazley Committees as required.

Regional Support

• Provide supplementary administration support to the local Region by maintaining the Head of Office Regional budget, scheduling and resolving all region meetings, and taking minutes and actions during regional calls as requested
• Provide event support for regional activities, including venue research, obtaining quotes, booking event space, logistics management, vendor liaison, assisting with invitations/calendar holds, follow up on headcount/RSVP’s and providing in-person event support where needed. Accurate budget tracking and records.

General and Commercial Management Team Support

• Undertake any other reasonable duties/ad hoc reports that may be requested.
• Participate in cross-team and intra-team projects as required.
• Assist other members of the Commercial Management team with overflow, when requested.

Education and Qualifications

• College degree or equivalent
• Professional secretarial qualifications desirable

Skills And Abilities

• Strong communication skills, both verbal and written
• Event and calendar management
• The ability to manage time, meet deadlines and prioritise
• Excellent understanding of organisational processes
• Accurate and numerate
• Strong multi-tasking and…