Executive Assistant (Fixed Term Contract) in City of London

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