Executive Assistant

Job Overview:

To provide executive level administrative support to 1-3 Partners.

Key Responsibilities:

Business Development

• Build relationships with clients and client EAs
• Understand the business goals and objectives of each supported Partner and help to push them forward proactively
• Maintain and update current list of contacts and business activities in CRM database
• Track and maintain sales activity/pipeline with each Partner
• Proactively spot clients that haven t been called upon and/or who need follow up
• Execute requested follow-up calls for client mailings
• Assist the Marketing Department with the co-ordination of customized mailings
• Prepare letters, proposals and other documents using Oliver Wyman formatting styles

Calendaring

• 
  Maintain diaries for Partners, scheduling internal and external meetings, communicating with clients and infrastructure staff as appropriate
• Proactively spot opportunities to add internal and external meetings; interviews, staff meetings, follow up
• Assist with scheduling for complex projects as requested by the Partner and/or project team

Travel Arrangement

• 
  Coordinate travel and accommodation, book cars, rail tickets, etc.
• Develop understanding of Partner scheduling and travel preferences
• Coordinate travel efficiently by grouping client meetings where possible (\"you're in Paris to see XYZ Company, shall I try to set up a meeting with X Company because we haven't spoken to them for three months\")

Daily administration

• 
  Work with HC to obtain work permits and visas
• Manage documents and project deliverables when requested
• Notify staffing and Practice EAs of extensions/re-negotiations
• Manage storage or disposal of confidential client information
• Act as central point of contact for all assigned Principal/Partner administrative needs, liaise with other support departments as necessary

Timesheet and Expense Reporting

• 
  Prepare monthly timesheets for each assigned Principal/Partner
• Prepare all expense reports and/or delegate to a team assistant when necessary

Team Support

• 
  Provide coverage for EAs who are out of the office to ensure seamless support to Principals/Partners
• Provide short-term coverage for Principals/Partners who may be in the midst of an EA assignment transition or who are new to the Firm
• Provide training and support to new EAs
• Participate in team meetings and projects with an eye to improving processes and the overall performance of the EA team

Experience Required:

• Bachelor s degree preferred
• At least three years experience at working in an administrative or customer service position.
• Experience in financial services, management consultancy and/or a professional services environment a plus

Skills and Attributes:

• Problem solver able to work with other teams and staff members effectively to reach a viable solution and goal
• Strong service focus dedicated to meeting the expectations of all staff through securing effective relationships with clients and executing deliverables to the highest standards.
• Excellent communicator and negotiator able to deal effectively with people at all levels across a multicultural environment
• Maturity, poise and judgment
• Ability to maintain and respect confidentiality
• Ability to think strategically and contribute to development of departmental model
• One who takes constructive feedback in stride and incorporates feedback quickly
• Ability to manage a heavy work volume and meet deadlines in an extremely fast paced environment
• Ability to undertake projects and produce quality and timely results
• Self-starter, strong initiative, confidence and ability to work with little guidance
• Collaborative team player
• Positive attitude, sense of fun: is collegial and friendly
• Ability to juggle several tasks at once, to prioritize and manage own time - Not a clock watcher or someone who is unwilling to step outside their job description
• Methodical, organized and excellent attention to detail
• Flexible attitude; embraces change, hard-working, cost conscious and results driven
• Committed to the company and add to the life and culture of Oliver Wyman
• Authorized to work in the United States

Technical Skills:

• Excellent Word, PowerPoint and Excel skills
• Expert knowledge of Outlook
• Knowledge of CRM systems (Microsoft Dynamics), a plus but not necessary

Qualifications Job Overview: To provide executive level administrative support to 1-3 Partners. Key Responsibilities: Business Development Build relationships with clients and client EAs Understand the business goals and objectives of each supported Partner and help to push them forward proactively Maintain and update current list of contacts and business activities in CRM database Track and maintain sales activity/pipeline with each Partner Proactively spot clients that haven t been called upon and/or who need follow up Execute requested follow-up calls for client mailings Assist the Marketing Department with the co-ordination of customized mailings Prepare letters, proposals and other documents using Oliver Wyman formatting styles Calendaring Maintain diaries for Partners, scheduling internal and external meetings, communicating with clients and infrastructure staff as appropriate Proactively spot opportunities to add internal and external meetings; interviews, staff meetings, follow up Assist with scheduling for complex projects as requested by the Partner and/or project team Travel Arrangement Coordinate travel and accommodation, book cars, rail tickets, etc. Develop understanding of Partner scheduling and travel preferences Coordinate travel efficiently by grouping client meetings where possible (\"you're in Paris to see XYZ Company, shall I try to set up a meeting with X Company because we haven't spoken to them for three months\") Daily administration Work with HC to obtain work permits and visas Manage documents and project deliverables when requested Notify staffing and Practice EAs of extensions/re-negotiations Manage storage or disposal of confidential client information Act as central point of contact for all assigned Principal/Partner administrative needs, liaise with other support departments as necessary Timesheet and Expense Reporting Prepare monthly timesheets for each assigned Principal/Partner Prepare all expense reports and/or delegate to a team assistant when necessary Team Support Provide coverage for EAs who are out of the office to ensure seamless support to Principals/Partners Provide short-term coverage for Principals/Partners who may be in the midst of an EA assignment transition or who are new to the Firm Provide training and support to new EAs Participate in team meetings and projects with an eye to improving processes and the overall performance of the EA team Experience Required: Bachelor s degree preferred At least three years experience at working in an administrative or customer service position. Experience in financial services, management consultancy and/or a professional services environment a plus Skills and Attributes: Problem solver able to work with other teams and staff members effectively to reach a viable solution and goal Strong service focus dedicated to meeting the expectations of all staff through securing effective relationships with clients and executing deliverables to the highest standards. Excellent communicator and negotiator able to deal effectively with people at all levels across a multicultural environment Maturity, poise and judgment Ability to maintain and respect confidentiality Ability to think strategically and contribute to development of departmental model One who takes constructive feedback in stride and incorporates feedback quickly Ability to manage a heavy work volume and meet deadlines in an extremely fast paced environment Ability to undertake projects and produce quality and timely results Self-starter, strong initiative, confidence and ability to work with little guidance Collaborative team player Positive attitude, sense of fun: is collegial and friendly Ability to juggle several tasks at once, to prioritize and manage own time - Not a clock watcher or someone who is unwilling to step outside their job description Methodical, organized and excellent attention to detail Flexible attitude; embraces change, hard-working, cost conscious and results driven Committed to the company and add to the life and culture of Oliver Wyman Authorized to work in the United States Technical Skills: Excellent Word, PowerPoint and Excel skills Expert knowledge of Outlook Knowledge of CRM systems (Microsoft Dynamics), a plus but not necessary