Position Title: Executive Assistant (FTC 6 to 9 months)
Reports To: Group Chief Commercial Officer & Group Chief Broking Officer
Location: London
Summary of Position:
To provide comprehensive secretarial and administration support to two key stakeholders within BMS Group whilst the current Executive Assistant is on maternity leave.
Key Responsibilities & Accountabilities:
- Actively manage business calendars and inboxes
- Build professional key working relationships in all areas of business
- Build professional working relationships with clients and key relationships
- Provide professional EA cover when required
- Manage extensive and intricate travel itineraries
- Co-ordinate and organise meetings across multiple time zones
- Co-ordinate external client and internal meetings and prepare all documentation for each meeting
- Meeting organisation including the preparation of meetings & papers. Work with others to ensure all timelines are met including preparation and distribution of papers
- Process expenses
- Project management and administration
- Produce regular reports with MS Products
- Work to tight deadlines and be flexible to an ever changing environment
- Take the initiative to identify and resolve problems as they arise to facilitate the smooth running of the team
- Work with a high degree of integrity and confidentiality
- Perform assigned responsibilities as delegated
- Maintain accurate records & electronic and paper filing systems
- Adhere to company and regulatory policies, procedures together with mandatory training requirements
Functional & Behavioural Competencies required:
- Experience of supporting C-suite Directors
- Consistent ability to meet deadlines and priorities while maintaining high standards
- Strong organisational skills
- Flexible and adaptable to change
- Excellent attention to detail and ability to plan meticulously
- Anticipates problems in advance and makes contingencies
- Proactive and tenacious approach to problem solving and challenges
- Strong communicator with good interpersonal skills to interact with the highest level of Management
- Tact and good judgment in confidential situations
