Administrative 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.
Find out what it's like to work at BMS Re by clicking here
Essential Responsibilities:

• 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
• Keep reception area, conference rooms, and kitchen clean and clutter free
• Perform closing responsibilities including cleaning inside and outside of microwaves and refrigerators as well as wiping down kitchen counters
• 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
• Monitor breakroom supplies and office supplies and order as needed including copy/printer toner and coffee
• 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
• Maintain internal Customer Relationship Management (CRM) tool and act as a Data Librarian
• 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 and vacations
• Receive and direct incoming US and International calls in a clear and precise manner
• Other administrative duties, as needed

Required Education, Experience and Skills:

• At least 5 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
• Use common sense and demonstrate a "can do" and "will do" approach to work
• 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 insurance options
• 401(k) with company match
• employer funded health saving accounts
• business travel accident insurance
• identity theft and legal services
• fitness and wellness reimbursement
• generous leave policies, including parental leave
• paid holidays, volunteer days and your birthday off!
• opportunity to purchase equity

The annual base salary range provided for this position is a nationwide marker range and represents a broad range of salaries for this role across the country. The actual salary advanced to the desired candidate will be based on a number of factors, including geographic location and the skills, education, training, credentials, and experience of the desired candidate.
Employment Practices
BMS is an Equal Opportunity Employer. Through our Diversity, Equity 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' program, with dedicated training, collaborative committees and intentional partnerships.
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.