Office Administrator

Job Title: Office Administrator - Chicago

Division: Commercial Management

Reports To: As per Beazley's organization chart

Key Relationships: Local office members, Commercial Management team, local Head of Office, regional Partner Engagement Managers

Job Summary: To facilitate the efficient and safe running of the local office, ensuring health & safety requirements are maintained at all times. Working in partnership with the Head of Office to organise and support internal and external office events. Working within Commercial Management to ensure facilities are maintained. Working in partnership with the Partner Engagement team to facilitate and organize regional activity for growth. Managing and welcoming visitors to the office.

Key Responsibilities:

Office Support

• 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.

Regional Support

• 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.

General and Commercial Management Team Support

• 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.

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 corevalues 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. Undertake 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.
• 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 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:

Education and Qualifications

• College degree or equivalent
• Professional secretarial qualifications desirable

Skills and Abilities

• 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

Knowledge and Experience

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

Competencies

• 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.

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 $56,000-$63,000 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.