Office Administrator

• 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.

• 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.

• 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.

• College degree or equivalent
• Professional secretarial qualifications desirable

• 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 organizational abilities
• Navigate within high-pressure situations with composure and positivity
• Motivational skills

• Proven secretarial / administration experience
• Excellent working knowledge of Outlook, Word, Excel, PowerPoint, SharePoint, MS Teams
• Experience in 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 while also being self-reliant to effectively manage on-going tasks/timelines
• Proactive

• Concern for quality
• Information seeking
• Outcome and Customer focused
• Team work
• Flexible
• Problem solving
• Time management
• Relationship building
• Communication skills
• Detail orientated
• High-standards for work products

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.

• 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 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