Nashville Public Radio is hiring: Office Administrator in New York

Overview

This job is with Beazley, an inclusive employer and a member of myGwork – the largest global platform for the LGBTQ+ business community. Please do not contact the recruiter directly.

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. Work in partnership with the Head of Office to organise and support internal and external office events. Work within Commercial Management to ensure facilities are maintained. Work in partnership with the Partner Engagement team to facilitate and organize regional activity for growth. Manage and welcome 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 enquiries, 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, pantry items, and day-use cleaning supplies. Ensure office equipment is in good working condition and liaise with Vendors/Commercial Management to address deficiencies.
• Manage the local office phone line and direct calls to the appropriate party.
• Assist with onboarding of new office members, including safety tour, building badge, lunch access, and ensuring all needs are met.
• Assist the Head of Office with responsibilities such as arranging monthly office meetings, social activities, and ad hoc support.
• Plan and arrange social events for office members in partnership with the Head of Office.
• Maintain the Head of Office social budget with accurate and current records.
• Expense management and timely reporting in compliance with corporate policy (Concur).
• Identify and resolve problems to facilitate smooth office operations.
• Manage ad hoc tasks/projects, including holiday coverage for other offices, drafting/circulating the local Office Weekly Newsletter, and coordinating events for 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, invitations/calendar holds, follow-up on headcount/RSVPs, and in-person event support where needed. Ensure accurate budget tracking and records.

General and Commercial Management Team Support

• Undertake any other reasonable duties/ad hoc reports as requested.
• Participate in cross-team and intra-team projects as required.
• Assist other members of the Commercial Management team with overflow when requested.

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
• 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 working with people across multiple locations

Aptitude and Disposition

• Outcome-focused, self-motivated, flexible and enthusiastic
• Professional approach to interactions with managers/colleagues and external suppliers
• Team player while also being self-reliant to manage ongoing tasks/timelines
• Proactive

Competencies

• Concern for quality
• Information seeking
• Outcome and Customer focused
• Teamwork
• Flexible
• Problem solving
• Time management
• Relationship building
• Communication skills
• Detail oriented
• High standards for work products

Our Culture

Beazley is a specialist insurance company with over 30 years of experience helping people, communities and businesses to manage risk worldwide. We value diversity and strive for inclusion and collaboration. Our employee networks include Beazley RACE, SHE, Proud, Wellbeing, and Families. We encourage internal career progression and provide tools such as iLearn, LinkedIn Learning, mentorship, and sponsorships. Salary for this role is tailored to location and experience for the expected range in this posting.

Note: This description reflects the current responsibilities and requirements and is subject to change.