Personal Assistant

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

Job summary

A leading company in Birmingham is seeking a PA to provide comprehensive administrative support to management. The role involves diary management, organizing meetings, and coordinating travel arrangements, requiring strong communication and organizational skills.

Qualifications

• Proven PA / administration experience.
• Experience of arranging complex travel plans and itineraries.

Responsibilities

• Provide complete and accurate administration service including diary management.
• Act as first point of contact for both internal and external clients.

Skills

Communication

Time Management

Organizational Processes

Numeracy

Education

A level/High School graduate

Tools

Microsoft Office

MS Teams

Job description

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