Corporate Governance Administration Assistant

General:

Job Title: Corporate Governance Administration Assistant

Key Responsibilities:

• Provide secretarial support to the Company Secretary.
• Act as a point of contact for both internal and external clients.
• Schedule meeting dates for boards and committees within the remit of the team. This will involve liaising with both executive and non-executive directors and PAs.
• Book internal and external meetings/Away days//Seminars/conferences by liaising with culture and people, facilities, or external vendors where necessary to ensure the smooth running of the event – including room bookings, catering, etc.
• Produce, collate information, organise & ensure the distribution of papers/ reports in advance of meetings and seminars.
• Support the compilation of board and committee packs, including updates to agendas.
• Follow up on agreed action items from meetings.
• Monitoring and allocating items from the team inbox.
• Produce accurate correspondence including letters and memos on behalf of the relevant team members, including dealing with routine correspondence and enquiries.
• Arrange end to end business travel by coordinating with the travel team.
• Organise team meetings and maintain action log.
• Maintain business specific reports where required.
• Process expenses for team members.
• Attend and take notes at meetings and team briefings.
• Arranging appraisals and one to one meetings for the team.
• Take the initiative to identify and resolve problems as they arise to facilitate the smooth running and continuity of business.
• Act as an ambassador for the relevant team members both internally and externally particularly during times of their absence from the business whilst ensuring that they are fully appraised of any important developments.
• Manage ad hoc tasks/projects as requested by the team.
• Update the team web page.

General

At Beazley we are committed to doing the right thing because it is the right thing to do. It is important that within all your interactions both internally and externally you adhere to this principle through adoption of Beazley’s core values and behaviours – PIED and Being Beazley.

• Adopt the Beazley culture of Professionalism, Integrity, Effectiveness and Dynamic that contributes to an internal environment of teamwork and promote a positive brand image and experience to our external customers.
• Comply with Beazley procedures, policies and regulations including the code of conduct which incorporates the PRA and FCA Conduct Rules. Undertake training on Beazley policies and procedures as delivered by your line manager, Talent Management, 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, talent management 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/High School graduate 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

• Proven Personal Assistant experience
• Experience of arranging complex travel plans and itineraries.
• Experience of minute/note taking in meetings.

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

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