Office Administrator - Miami

Job description and person specification Job Title: Office Administrator - Miami Division: Beazley Shared Services Reports To: A s per Beazley''s organizational chart Location: 1221 Brickell Ave 1740, Miami, FL 33131 Work Type: Full-Time, In-Office Key Relationships: Head of Office, broker relations representative, Underwriting Leadership, brokers, support staff, other office staff members, external clients and suppliers, administrative team members. Job Summary: To provide comprehensive administrative support to the Head of Office and office as a whole, as well as Underwriting Leadership support. Key Responsibilities: Facilities Support Daily lunch ordering Visitor Registration New hire orientations Mail, deliveries, shipments Liaising with building management work order requests Working with internal Facilities team to adhere to Beazley standards of office environment and quality Maintain tidiness of common areas including kitchen and conference rooms Order supplies and restock items on a regular basis Issue and update employee key cards Refilling copier/printer and handling issues that may arise with equipment Ensure kitchen, fridge are cleaned out regularly Manage ad hoc tasks/projects as requested Additional projects as requested by Head of Office, FLs, Facilities or Manager Head of Office support/Event Planning Work heavily with Head of Office and Broker Relations Rep to execute social and broker events Liaise with local vendors to secure event spaces and create food and beverage contracts Maintain RSVP lists and communicate updates within regional planning group Work with Marketing to create event invitations if needed Attend and take meeting notes during regional planning meetings Attend and manage events Additional projects and tasks as requested by Head of Office Maintain HOO BR and social budget Execution of local office events and initiatives as directed by the Communication, Culture and Engagement team. Focus Group/Underwriting team leader support Provide administrative support to Focus Group Leaders and Underwriting team leaders. 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 Coordinating travel arrangements; this includes booking flights, accommodation, producing itineraries Complete expense reports Provide diary management support as appropriate, including: acceptances/declines for meeting requests, act as "gatekeeper" to meeting requests, ensuring adequate preparation and travel time is allotted Provide support for event planning within the Underwriting leadership team including venue identification, invitations, RSVP tracking, and attend events for support purposes. Attend various team meetings, complete minutes, reports, action items, and documents from meetings. Take the initiative to identify and resolve problems as they arise to facilitate the smooth running of the team Accurately monitor and record gifts & hospitality expenses for the team. Manage ad hoc tasks/projects as requested. General Act as gatekeeper for office conference rooms and meeting requests. This includes acceptances/declinations for meeting requests and resolving calendar room conflicts 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 Answer phones and front doors Receive packages and visitors Order business cards Take the initiative to identify and resolve problems Undertake any other reasonable duties /ad hoc reports as may be requested Participate in cross-team and intra-team projects as required Coordinate with IT department on all office equipment Provide new hire office orientation to new hires 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 Being Bold, Striving for Better and Doing the right thing, 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 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 Basic Spanish Language preferred Aptitude and Disposition Outcome focussed, self-motivated, flexible and enthusiastic Professional approach to successfully interact with managers/colleagues and external suppliers Team player Proactive Competencies Focus on producing quality Work Information seeking Customer focus Team working Initiative Problem solving Time management Relationship building Communication skills Detail orientated This document is subject to review after consultation with your Manager This employer is a corporate member of myGwork - LGBTQ+ professionals, the business community for LGBTQ+ professionals, students, inclusive employers & anyone who believes in workplace equality.

Created: 2026-05-02