We are looking for an exceptional administrative professional to join our Dallas team to be a business partner to the leaders in Dallas and support to the office. In addition, the role functions as the Executive Assistant to the Chief Strategy Officer, providing high-level executive support such as scheduling complex meetings across time zones, managing travel arrangements, preparing strategic materials and presentations, and maintaining confidential communications.
This is an opportunity for an experienced, talented individual to be the support to key individuals in the BMS Re organisation.
Responsibilities of the role include, but are not limited to:
- Provide travel booking and expense reporting support via Concur for multiple employees
- Prepare documents / spreadsheets / presentations in Microsoft Word, Excel and PowerPoint
- Provide a welcoming office experience for visitors and employees
- Set up and take down meetings, prepare conference rooms for meetings to ensure IT equipment is in place, ensure furniture is arranged appropriately, order food, set up/clean up food, and stock coffee pots and beverage needs
- Set up new hire office space to include coordinating with IT, landlord and equip offices/cubicles with supplies
- Manage parking, accommodations, uber and restaurant reservations as requested
- Work with building management to secure building conference room reservations as requested and keep employees informed of landlord announcements
- Coordinate with Facilities Manager and submit Work Orders as needed
- Coordinate market visits and calendar invites as needed; maintain visit calendar and log
- Represent BMS on site during office builds/remodels as needed
- Coordinate office events and outings
- Handle all incoming and outgoing mail including receiving, distributing, couriers, Fed-Ex, UPS, USPS
- Own relationships with external vendors
- Partner with other Administrative Assistants to provide back-up support, vacations, and during other needed times, assist with overflow of work during peak busy times and vacations
- Receive and direct incoming US and International calls in a clear and precise manner
- Other administrative duties, as needed
We are looking for a colleague who is/has:
- At least 5 - 8 years of previous administrative experience supporting teams within a professional office environment
- Advanced Microsoft Office skills
- 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 remain calm under pressure
- Ability to maintain confidentiality and be flexible
- Punctual and able/willing to work overtime as needed
