Executive Assistant

General:

Job Description & Person Specification

Reports To: As per Beazley’s organisation chart

Key Relationships:

Head of Strategy, Chairman, C-Suite, Directors, NEDs, Corporate Governance, other staff members and external clients and suppliers

Job Summary:

To provide comprehensive executive assistance and strategic support to Head of Strategy and Chairman and to members of the C-suite team as advised by Executive Assistant to CEO.

Key Responsibilities:

• Act as a first point of contact for both internal and external clients wishing to contact Head of Strategy and Chairman.
• Screen and respond to e-mails and telephone calls. Provide e-mail management support including: management of meeting requests, organisation and filtering of e-mail.
• Provide diary management support including: arrangement of meetings, acceptance/ declines, act as ‘gatekeeper’ to meeting requests, ensuring adequate time allocation / travel time for meetings.
• Provide a time management service for Head of Strategy and Chairman to ensure effective use of their time.
• Arrange internal and external meetings and book venues including: distribution of papers/ reports in advance, set up of video/ teleconferencing/ flipcharts, booking of refreshments/ lunch.
• Collate information and produce board and strategy reports/papers and PowerPoint presentations for committees, meetings and seminars, working with the Head of Strategy and/or Chairman for final sign off
• Follow up on agreed action items from meetings.
• Produce accurate correspondence (letters, emails etc) on behalf of Head of Strategy and Chairman, including dealing with routine correspondence and enquiries.
• Co-ordinate with the travel team to make travel arrangements, including booking flights, accommodation, producing itineraries, and arranging foreign currency and passport/visas where applicable.
• Book meetings, seminars and conferences, liaising with Culture & People where necessary.
• Meet and greet visitors.
• Attend meetings and team briefs, taking minutes and actions when required.
• Take the initiative to identify and resolve problems as they arise to facilitate the smooth running and continuity of business.
• Act as ambassador for the Head of Strategy and Chairman both internally and externally particularly during times of their absence from the business whilst ensuring that they are fully appraised of any important developments.
• Cover in the absence of Executive Assistant to the CEO, and undertake any requests as and when required.

General

It is important that within all your interactions both internally and externally you adhere to Beazley’s core values - Being Bold, Striving for Better, and Doing the Right Thing – as they contribute to an internal environment of teamwork and promote a positive brand image and experience to our external customers. We also expect Beazley employees to:

• Comply with Beazley procedures, policies and regulations including the code of conduct which incorporates the PRA and FCA Conduct.
• Undertake training on Beazley policies and procedures as delivered by your line manager, the Culture & People or assurance teams (compliance, risk, internal audit) either directly, via e-learning or the learning management system.
• Display business ethics that uphold the interests of all our customers.
• Ensure all interactions with customers are focused on delivering a fair outcome, including having the right products for their needs.
• 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. This may include, amongst others, Beazley’s underwriting control standards, Beazley’s claims control standards, other Beazley standards and customer relationship management.
• Carry out additional responsibilities as individually notified, either through your objectives or through the learning management system. These may include membership of any Beazley committees or working groups.

Personal Specification:

• Educated to ‘A’ level or equivalent
• Professional secretarial qualifications desirable

• Excellent communication skills, both verbal and written
• Advanced in all Microsoft Office programs
• Motivational skills, team worker as well as able to work on own initiative
• The ability to manage time, meet deadlines and prioritise
• Excellent understanding of organisational processes
• Excellent attention to detail
• An understanding of analytical reporting
• Comfortable with producing board and strategy reports as required

• Proven Executive Assistant level experience
• Experience of arranging complex travel plans and itineraries
• Experience of minute/note taking in meetings
• Experience of producing reports, presentations

• Outcome focused, self-motivated, flexible and enthusiastic
• Professional approach to successfully interact with managers/ colleagues/ external suppliers
• Completes work to deadline
• Proactive
• Confidential at all times

• Concern for quality
• Information seeking
• Customer focus
• Team working
• Initiative
• Problem solving
• Time management
• Relationship building