Team Secretary in City of London

About BMS Group

BMS is a dynamic, independent, global broker established in 1980, delivering specialist insurance, reinsurance, and capital markets advisory services. We are a global brand with offices located across the US, Canada, Latin America, Australia, Europe and Asia with both a strong, local focus and understanding of market needs. Our teams are respected globally for their specialist market knowledge, intelligent analysis and insight. Our people strive to be ‘the best in class’ and with an innovative approach and their entrepreneurial thinking, our clients truly benefit from better solutions to policy development and placement. Being independent makes a key difference to our clients, giving our brokers the freedom to deliver the best solutions, tailored to meet their business needs. Coupled with our collaborative team approach, single platform worldwide and renowned personal service, we are the independent broker of choice.

Summary of Position

To provide comprehensive secretarial and administration support to the Division to ensure the smooth running of the team.

Key Responsibilities & Accountabilities:

• Provide diary management support as appropriate, including acceptances/declines for meeting requests, ensuring adequate preparation and travel time is allotted.
• Arrange internal & external meetings including booking meeting rooms/venues, booking & setting up telephone or video conferencing equipment and lunch/refreshment arrangements.
• Act as first point of contact for both internal and external clients wishing to contact the team and filter as appropriate.
• Co-ordinate travel arrangements including booking flights, accommodation, producing itineraries, liaising with internal & external clients and arranging foreign currency & passport/visas where applicable.
• Deal with correspondence and enquiries, some of which may be of a confidential nature, either responding on behalf of team or filter as appropriate.
• Provide complete and accurate administration service to the team including drafting/sending letters, memos, facsimiles, emails, as well as printing, scanning documents, file management, distributing departmental mail and dealing with routine correspondence and enquiries.
• Produce PowerPoint presentations for meetings and seminars.
• Organise papers and reports for meetings.
• Process expenses for the Division.
• Meet and greet visitors.
• Maintain absence, attendance and annual leave reports where required.
• Take the initiative to identify and resolve problems as they arise to facilitate the smooth running of the team.
• Organise and produce visit schedules for client visits, make appointments, book in house rooms, cars etc.
• Perform assigned responsibilities as delegated by Managing Director, Directors & Divisional Directors.
• Maintain accurate records & electronic and paper filing systems.
• Adhere to company and regulatory policies & procedures together with mandatory training requirements.
• Adhere to financial reporting requirements including monthly phasing of income.

What we’re looking for

• Experience of comprehensive secretarial and administration support.
• Proven experience of challenging diary and Global travel management.
• Excellent interpersonal and written communication skills.
• Excellent IT & organisational skills.
• Strong administration skills with the ability to use own initiative, taking ownership.
• Ability to perform effectively to tight deadlines with good personal organisation and time management skills.
• High level of discretion and judgment.
• Anticipates problems in advance and makes contingencies.
• Proactive, always looking for ways of delivering a better or more efficient service.
• Excellent telephone manner.
• Communicates clearly; effectively contributes to the team and interacts with others.
• Excellent attention to detail and ability to plan meticulously.

Personally demonstrate the five BMS values and ensure that team members are aligned with these:

• We put clients first.
• We work as one.
• We find a way.
• We sweat the details.
• We take ownership.

What’s in it for me?

This is a permanent role, offering a competitive salary and bonus, 27 days holiday, plus access to our personalised benefits platform, Your Rewards, including:

• comprehensive private medical cover for you and your dependents.
• complimentary annual health checks.
• access to a virtual 24hr GP.
• gym subsidy & dedicated wellbeing support.
• retail discounts.
• opportunity to purchase equity.
• defined contribution pension.
• extra day’s leave to celebrate your birthday.

Through our Diversity, Equality and Inclusion (DEI) vision, we are committed to ‘building a culture of belonging for all, valuing diverse perspectives and embracing authenticity.’ As such, we have created our ‘BMS Together’ programme, with dedicated training, collaborative committees and intentional partnerships. In support of our ESG vision, we offer two additional paid days each year to take part in charitable work.

BMS offers flexible and hybrid working policies and we’re happy to discuss options with you upon application. Please let our team know if you require any adjustments to support you through the application process.