Personal Assistant to Group Head of Cyber Risks

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General

Job Title: Personal Assistant to the Group Head of Cyber Risks

Division: Cyber Risks

Reports To: As per Beazley's organisation chart

Key Relationships: Beazley Executives, Directors, Cyber Risks Management Team members, Personal Assistants, external clients and suppliers, and other members of staff both within Cyber Risks and Beazley Group.

Job Summary: This role provides exceptional assistant support to the Group Head of Cyber Risks, ensuring the efficient management of their time, communications, and priorities. The assistant will also play a pivotal role in coordinating team activities, meetings, and key actions and priorities, contributing to the overall smooth running of the Cyber Risks division.

Key Responsibilities:

• Act as ambassador for the Group Head of Cyber Risks both internally and externally whilst ensuring they are fully appraised of any important developments.
• Act as a first point of contact for both internal and external clients wishing to contact the Head of Global Cyber Risks
• Screen and respond to e-mails and calls for the Group Head of Cyber Risks, ensuring effective management of communications.
• Provide e-mail management support including: management of meeting requests, organisation and filtering of e-mail.
• Produce accurate correspondence including emails, letters and memos on behalf of the Group Head of Cyber Risks, including dealing with routine correspondence and enquiries.
• Provide diary management support including: arrangement of meetings, acceptances/declines, acting as 'gatekeeper' to meeting requests, ensuring adequate time allocation/travel time for meetings and ensuring a work / life balance for the Group Head of Cyber Risks.
• Provide time management service for the Group Head of Cyber Risks to ensure effective use of their time.
• Arrange internal/external meetings including: booking of meeting rooms or external venues, distribution of papers/reports in advance, set up of video/teleconferencing/flipcharts, sending our entry QR codes, and booking of refreshments/meals.
• Collate information and produce agendas, meeting packs, and presentations for meetings, offsites, conferences and seminars.
• Submit papers, proposals and reports produced by Group Head of Cyber Risks and their team in preparation for meetings.
• Follow up on agreed action items from meetings, both for those assigned to the Group Head of Cyber Risks and for others assigned actions for meetings chaired by the Group Head.
• Take and distribute minutes of meetings.
• Create folders and manage storage of files online to ensure information is well-organised and easily accessible.
• Follow up on actions from executive meetings and committees, including management of all actions specifically assigned to the Group Head of Cyber Risks.
• Chase materials for meetings that the Group Head chairs to ensure readiness and smooth execution of said meetings.
• Manage coordination of offsite meetings chaired by the Group Head of Cyber Risks, including logistics and preparation of necessary materials.
• Plan Cyber Risks Management Team Away Days, including travel coordination, agenda distribution, minute taking, and coordination of agreed actions.
• 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.
• Manage annual planner of all key meetings and events that the Group Head of Cyber Risks attends and align diaries with other key stakeholders
• Manage annual planner of Cyber Risks Management Team travel plans, working with their respective assistants to keep an accurate listing throughout the year.
• Book meetings, interviews, seminars and conferences.
• Meet and greet visitors traveling to Beazley offices to meet with the Group Head of Cyber Risks.
• Take initiative to identify and resolve problems as they arise to facilitate the smooth running and continuity of business.

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:

Skills & Abilities

• 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

Knowledge & Experience

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

Aptitude & Disposition

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

Competencies

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