Personal Assistant

Beazley; Birmingham; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading company is seeking a Personal Assistant to provide comprehensive support to management. The role involves managing diaries, organizing meetings, and coordinating travel arrangements. Candidates should possess strong communication skills and proficiency in Microsoft Office, with a focus on delivering high-quality administrative support.

Qualifications

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

Responsibilities

• Provide complete and accurate administration service including diary management.
• Arrange internal/external meetings and coordinate travel arrangements.
• Produce PowerPoint presentations and manage ad hoc tasks/projects.

Skills

Strong communication skills

Advanced proficiency in Microsoft Office

Time management

Attention to detail

Education

A level/High School graduate or equivalent

Professional administrative or secretarial qualifications

Job description

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

1. Team Support
   • Provide complete and accurate administration service including diary management, email inbox management, 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; 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, and track actions to ensure they are updated in line with due dates.
   • Follow up on actions assigned to stakeholders to meet deadlines.
   • Coordinate travel arrangements including booking flights, accommodation, producing itineraries, liaising with clients, and arranging passport/visas, ensuring compliance with Covid requirements.
   • Produce PowerPoint presentations for meetings and seminars, formatting documents using Beazley templates.
   • Process expenses for the team.
   • Provide diary management support, including managing meeting requests and acting as gatekeeper.
   • Arrange team away days or broker events as necessary.
   • Meet and greet visitors.
   • Manage ad hoc tasks/projects as requested.
2. General
   • Undertake any other reasonable duties or ad hoc reports as requested.
   • Comply with responsibilities outlined by your line manager, the Culture & People or assurance teams, and stay updated on developments in these areas.
   • Carry out additional responsibilities as notified through objectives or 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 proficiency in all Microsoft Office applications including MS Teams.
• Ability to manage time, meet deadlines, and prioritize tasks.
• Excellent understanding of organizational processes.
• Accurate and numerate.

Knowledge And Experience

• Proven PA/administration experience.
• Experience managing multiple complex diaries.
• Experience arranging complex travel plans and itineraries.
• Experience processing expenses.
• Experience working with people across multiple locations.

Aptitude and Disposition

• Outcome-focused, self-motivated, flexible, and enthusiastic.
• Professional approach to interactions with managers, colleagues, and external suppliers.
• Team player with the ability to use own initiative.
• Proactive attitude.

Competencies

• Concern for quality.
• Information seeking.
• Customer focus.
• Team working.
• Initiative.
• Problem solving.
• Time management.
• Relationship building.
• Effective communication skills.
• Attention to detail.