Executive Assistant in Newcastle

3 weeks ago

Newcastle upon Tyne, Newcastle upon Tyne, United Kingdom Oliver Wyman Group Full time

Oliver Wyman is a global leader in management consulting. With offices in 70 cities across 30 countries, Oliver Wyman combines deep industry knowledge with specialized expertise in strategy, operations, risk management, and organization transformation. The firm has more than 6,000 professionals around the world who work with clients to optimize their business, improve their operations and risk profile, and accelerate their organizational performance to seize the most attractive opportunities. Oliver Wyman is a business of Marsh McLennan [NYSE: MMC].

Job Overview:

Reporting to the London EA Manager, the EA will provide executive level administrative support to up to 3 Partners. The position is a hybrid role with a minimum of 60% based in our Newcastle office with the other 40% working from home. Hours are 9:00am-6:00pm (including one hour lunch break).

Key Responsibilities

Daily administration (60%)

  • Maintain diaries for Partners, scheduling internal and external meetings, conference calls, video conferences, communicating with clients and infrastructure staff as appropriate.
  • Coordinate travel and accommodation, book cars, rail tickets, etc.
  • Prepare letters, proposals and other documents
  • Prepare monthly timesheets and expense reports for each assigned Partner and Principal.
  • Assist with greeting clients, booking and setting up meeting rooms and organizing catering.
  • Assist in organization of Partner files and offices.
  • Assist the Marketing Department with the coordination of customized mailings.

Client development (30%)

  • Understand Partner's key client and sales goals and support them by:
  • Maintain list of contacts and business activities in address book and CRM database.
  • Track and maintain sales activity/pipeline (e.g. who we have called upon, how far the discussions have progressed, what we have promised by when, and follow-up with Partners as necessary).
  • Proactively spot clients that haven't been called upon and/or who need follow-up; arrange meetings accordingly.
  • 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").
  • Develop excellent rapport with client assistants to further develop the client relationship.
  • Execute requested follow-up calls for client mailings.
  • Become familiar with the Practice themes and Oliver Wyman 'products' to develop confidence in setting up meetings with clients.

Team Support (10%)

  • Provide coverage for EAs when out of the office to ensure seamless support to Partners
  • Provide short-term coverage for 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.

Who we are looking for:

  • Minimum of three years' experience working in an administrative or customer service position. Experience in management consultancy, financial services, and/or a similar professional services industry a plus.
  • 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 verbal and written communication skills and able to deal with people at all levels across a multicultural environment.
  • Poise and judgment
  • Ability to maintain and respect confidentiality
  • Proactive team player who has experience of and has enjoyed working as part of a team. Willing to offer assistance when there is down time.
  • 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
  • Self-starter, quick study, confidence and ability to work with little guidance
  • Ability to take constructive feedback in stride and incorporate feedback quickly.
  • Ability to manage a heavy work volume and meet deadlines in an extremely fast paced environment.
  • Methodical, organized, excellent attention to detail and stickler for accuracy.
  • Flexible attitude, hard-working and results driven.
  • Finally, we are looking for someone who will be committed to the company and add to the life and culture of Oliver Wyman.

Technical skills

  • Good Word, PowerPoint and Excel skills.
  • Working knowledge of Outlook, a plus.
  • Knowledge of CRM systems (Microsoft Dynamics), a plus
  • Touch typing speed of 50-60 wpm. A formal typing qualification would be useful, but not a necessity.

Why join us at Oliver Wyman?

At Oliver Wyman, we lead with heart - we love what we do and have fun while we do it We also strive for breakthroughs by questioning, seeking diverse perspectives, and finding powerful and sustainable solutions. If you share these values and want to work as one and own our impact at the same time, be brave and achieve the amazing with us

  • We're individuals who are self-starting, motivated, energetic, entrepreneurial about what we do
  • We have the common aspiration to have an impact, leave a legacy and change the world. We have no interest in running a steady-state business. We want to build, grow and shape the environment around us
  • We value an environment where every member of Oliver Wyman is encouraged and expected to voice his or her opinion
  • We believe that to create a true meritocracy we need to remove artificial barriers to opportunity
  • We value people whose lives balance work and non-work activities because we believe they are both more interesting colleagues and are able to make better contributions to the Firm.
  • We push ourselves hard to deliver excellence, but we also work to extract the maximum benefit from the flexibility of a project-based business. We provide the ability to take career breaks for personal or family reasons. We fundamentally value each other's time and are sensitive to how it is used. We are an output not input-based culture, have respect for people's personal decisions, and believe that one's workload must be sustainable. We seek balance for ourselves and our colleagues.

To learn more, please follow us on Facebook, LinkedIn or Twitter: OliverWyman.

Marsh & McLennan Companies and its Affiliates are EOE Minority/Female/Disability/Vet/Sexual Orientation/Gender Identity employers.

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