Personal Assistant

Job Title: Personal Assistant

Division: Distribution and Marketing

Reports To: As per Beazley's organization chart

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

Job Summary: To provide comprehensive administration support to the Group Head of Distribution and Marketing

Key Responsibilities:

Team Support

• Provide complete and accurate administration service to the Group Head of Distribution and Marketing and the team including: drafting / sending letters, memos, emails, as well as printing, scanning documents, file management, distributing departmental mail and dealing with routine correspondence and enquiries.
• Act as first point of contact for both internal and external clients wishing to contact the team.
• Maintain absence, attendance and annual leave reports where required.
• Coordinate all meeting schedules, such as recurring annual meetings, daily calendar cleanup, interview coordination, new hire onboarding, and ad hoc broker, client, or internal meetings
• Coordinate travel for all of Distribution, including liaising with other exec Pas and team admins, maintaining trip spreadsheet, running kick-off meeting with PEMs and HoOs, coordination of logistics including restaurant reservations
• Plan and assist with quarterly leadership strategy sessions (mini away days), including ownership of agendas, guest lists, presentations, notes and actions, restaurants and activities
• Support chair of North American Management Committee (NAMC) including coordination of quarterly NAMC/HoO F2F meeting (35+ attendees), not limited to catering/restaurant, hotel, travel, meeting packs and Board Intelligence upload
• Own all RIMS-related activities such as communications, Teams page coordination, dinners, client and broker meetings, on-site conference assistance, etc.
• Process expenses for team, such as monthly expense reports, monitoring Concur approval queue and overall expense submissions for all of Distribution & Marketing
• Carbon tracking with Business Manager
• Manage ad hoc tasks/projects as requested by the team, such as executive broker summits, Centre Stage, I&D network events, etc..

General

• Take the initiative to identify and resolve problems as they arise to facilitate the smooth running of the team.
• Undertake any other reasonable duties /ad hoc reports as may be requested.
• Participate in cross-team and intra-team projects as required.
• Adopt the Beazley culture of Professionalism, Integrity, Effectiveness and Dynamic attitude that contribute to an internal environment of teamwork and promotes a positive brand image to our external customers.
• Comply with Beazley procedures, policies and regulations relevant to your role. Undertake relevant training on Beazley policies and procedures as delivered by your line manager, the Talent Management development or assurance teams (compliance, risk, internal audit) either directly, via e-learning or the learning management system.
• Comply with any specific responsibilities necessary for your role as outlined by your line manager, the Talent Management development or assurance teams (compliance, risk, internal audit) and ensure you keep up to date with developments in these areas. This may include, amongst others, minimum underwriting, claims or other Beazley standards and customer relationship management.
• Ensure that you uphold the Beazley principle of Treating Customers Fairly.
• Carry out additional responsibilities as individually notified, either through your objectives or through the learning management system. These may include, among others, European Strategy Team, US Management team or membership of any Beazley committees.

Personal Specification:

Education and Qualifications

• High School graduate or equivalent
• Professional secretarial qualifications desirable

Skills and Abilities

• Strong communication skills, both verbal and written
• Advanced in all Microsoft Office programs. Access skills are advantageous but not essential
• Motivational skills
• The ability to manage time, meet deadlines and prioritise
• Excellent understanding of organisational processes
• Accurate and numerate

Knowledge and Experience

• Proven administration experience
• Experience of working with people across multiple business divisions and 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

Who We Are:

Beazley is a specialist insurance company with over 30 years' experience helping people, communities and businesses to manage risk all around the world. Our mission is to inspire our clients and people with the confidence and freedom to explore, create and build - to enable businesses to thrive. Our clients want to live and work freely and fully, knowing they are benefitting from the most advanced thinking in the insurance market. Our goal is to become the highest performing sustainable specialist insurer.

Our products are wide ranging, from cyber & tech insurance to marine, healthcare, financial institutions and contingency; covering risks such as the weather, film production or protection from deadly weapons.

Our Culture

We have a wonderful mix of cultures, experiences, and backgrounds at Beazley with over 2,000 of us working around the world. Employee's diversity, experience and passion allow us to keep innovating and moving forward, delivering the best. We are proud of our family-feel culture at Beazley that empowers our staff to work from when and where they want, in an adult environment that is big on collaboration, diversity of thought and personal accountability. Our three core values inspire the way we work and how we treat our people and customers.

• Be bold
• Strive for better
• Do the right thing

Upholding these values every day has enabled us to become an innovative and responsive organization in touch with the changing world around us - our ambitious inclusion & diversity and sustainability targets are testament to this.

We are a flexible and innovative employer offering a friendly, collaborative, and inclusive working environment. We actively encourage and expect applications from all backgrounds. Our commitment to fostering a supportive and dynamic workplace ensures that every employee can thrive and contribute to our collective success.

Explore a variety of networks to assist with professional and/or personal development. Our Employee Networks include:

• Beazley RACE - Including, understanding and celebrating People of Colour
• Beazley SHE - Successful, High potential, Empowered women in insurance
• Beazley Proud - Our global LGBTQ+ community
• Beazley Wellbeing - Supporting employees with their mental wellbeing
• Beazley Families - Supporting families and parents-to-be

We encourage internal career progression at Beazley, giving you all the tools you need to drive your own career here, such as:

• Internal Pathways (helping you grow into an underwriting role)
• iLearn (our own learning & development platform)
• LinkedIn Learning
• Mentorship program
• External qualification sponsorship
• Continuing education and tuition reimbursement
• Secondment assignments

The Rewards

• The opportunity to connect and build long-lasting professional relationships while advancing your career with a growing, dynamic organization
• Attractive base compensation and discretionary performance related bonus
• Competitively priced medical, dental and vision insurance
• Company paid life, and short- and long-term disability insurance
• 401(k) plan with 5% company match and immediate vesting
• 22 days PTO (prorated for 1st calendar year of employment), 11 paid holidays per year, with the ability to flex the religious bank holidays to suit your religious beliefs
• Up to $700 reimbursement for home office setup
• Free in-office lunch, travel reimbursement for travel to office, and monthly lifestyle allowance
• Up to 26 weeks of fully paid parental leave
• Up to 2.5 days paid annually for volunteering at a charity of your choice
• Flexible working policy, trusting our employees to do what works best for them and their teams

Salary for this role will be tailored to the successful individual's location and experience. The expected compensation range for this position is $100,000-110,000 per year plus discretionary annual bonus.

Don't meet all the requirements? At Beazley we're committed to building a diverse, inclusive, and authentic workplace. If you're excited about this role but your experience doesn't perfectly align with every requirement and qualification in the job specification, we encourage you to apply anyway. You might just be the right candidate for this, or one of our other roles.