Office Administrator

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Description

Job Title:                     Office Administrator

Job Summary:            To provide comprehensive secretarial and administration support to Underwriting Support & Claims Operations and the Philadelphia Specialty Lines Team.

 

Key Responsibilities:

Team Support            

  • Provide complete and accurate administration service to the Underwriting Support & Claims Operations and the Philadelphia Specialty Lines team including: drafting / sending letters, memos, facsimiles, emails, as well as printing, scanning documents, file management, distributing departmental mail and dealing with routine correspondence and enquiries.
  • Act as first point of contact for both internal and external clients wishing to contact the team.
  • Arrange internal/external meetings including: booking meeting rooms/venues; booking & setting up telephone or video conferencing equipment and lunch/refreshment arrangements; liaising with training providers where necessary.
  • Co-ordinate travel arrangements.  This includes booking flights, accommodation, producing itineraries, liaising with internal and external clients and arranging foreign currency and passport/visas where applicable. 
  • Produce PowerPoint presentations for meetings and seminars.
  • Organise papers and reports for meetings.
  • Process expenses for team.
  • Provide diary management support for the team as appropriate, including: acceptances/declines for meeting requests, act as “gatekeeper” to meeting requests, ensuring adequate preparation and travel time is allotted.
  • Provide a time management service for the team to ensure effective use of their time.
  • Meet and greet visitors.
  • Order/maintain office supplies as appropriate.
  • Maintain absence, attendance and annual leave reports where required.
  • Take the initiative to identify and resolve problems as they arise to facilitate the smooth running of the team.
  • Assist other members of the team when required.
  • Manage ad hoc tasks/projects as requested by the team.

Personal Specification:

Education and Qualifications

  • Bachelor's degree preferred
  • Professional secretarial qualifications desirable

Skills and Abilities

  • Strong communication skills, both verbal and written
  • Advanced in all Microsoft Office programs.  Access skills are advantageous but not essential
  • Motivational skills
  • The ability to manage time, meet deadlines and prioritise
  • Excellent understanding of organisational processes
  • Accurate and numerate

Knowledge and Experience

  • Proven secretarial / administration experience
  • Experience of arranging complex travel plans and itineraries
  • Experience of 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 as well as the ability to use own initiative
  • Proactive

Competencies

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




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