Executive Assistant

About BMS
BMS Group is a dynamic, independent global broker established in 1980, delivering specialist insurance, reinsurance, and capital markets advisory services. Our purpose is to help people, businesses and communities flourish and prosper in a world of risk.
As a global brand with offices located across the US, Canada, Latin America, Australia, Europe and Asia, BMS Group maintains a strong local focus and understanding of market needs. Being independent gives our brokers the freedom to deliver the best solutions and combined with our collaborative team approach, single platform worldwide and renowned personal service, we are the independent broker of choice.
This position will work for BMS Re, the specialist reinsurance arm of BMS Group. BMS Re is reshaping reinsurance by aligning interests with our clients and enhancing their success with advice and delivery models that service their unique needs. BMS Re has a proven ability to execute in reinsurance and capital markets worldwide.
For more information on BMS and BMS Re, visit us online at bmsgroup.com or follow us on LinkedIn and Twitter.
Find out what it's like to work at BMS Re by clicking here.


Position Overview:
The Executive Assistant will manage the day-to-day administrative responsibilities in support of (3) Senior Executives. We are looking for an experienced executive assistant who has a passion for organizing, has a demonstrated ability to anticipate the needs of busy executives and has strong computer skills.
Essential Responsibilities:
• Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the Executives, including those of a highly confidential or critical nature. Prioritize, and determine appropriate course of action, referral, or response, exercising judgement to reflect Executive’s style and organization culture
• Provide superior calendar management for Executives. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Act as a liaison and provide support to the Executive Team. Arrange and handle all logistics for Executive meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.
• Complete a broad variety of administrative tasks that facilitate the Executive’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense reports.
• Manage calendar and schedules of executives. These executives travel extensively, host internal and external colleagues, and attend industry conferences
• Coordinate travel and submit monthly expenses using Concur
• Manage logistics and coordination of meetings and events
• Create and edit documents, spreadsheets, and presentations in Microsoft Word, Excel and PowerPoint
• Provide a welcoming office experience for visitors and employees; manage parking, accommodations, transportation, and restaurant reservations as requested
• Coordinate meetings ensuring all logistics are in place (food, equipment, furniture)
• Manage office supplies for executives
• Partner with other Administrative Assistants to provide back-up support, cover for lunch breaks, vacations, and during other needed times, assist with overflow of work during peak busy times
• Other administrative duties, as needed
Required Education, Experience and Skills:
• A successful candidate is typically someone who has at least 10 years of experience supporting executives.
• Advanced Microsoft Office skills, specifically Teams, PowerPoint, Excel and Word.
• Strong communication skills, the ability to communicate effectively (written & verbal at all levels)
• Excellent customer service skills and approachable demeanor
• Strong organizational abilities, attention to detail and the ability to multitask
• Ability to effectively contribute and collaborate with team and interact with others
• Proactive approach, ability to use own initiative to work out any problems which may arise
• Ability to manage time, prioritize and work with deadlines
• Ability to maintain confidentiality and be flexible
• Punctual and able/willing to work overtime as needed


What’s in it for me?

This role offers a competitive salary and exceptional benefits, including the following offerings:
• comprehensive medical and dental plan options for you and your dependents
• vision, short-and long-term disability and life insuran