Executive Assistant

4 days ago

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

Job Overview:

The Executive Support Specialist will provide high-level administrative support to Partners, ensuring seamless execution of daily tasks and projects. This role is a hybrid position, with a minimum of 60% based in our office and the remaining 40% working remotely. The standard working hours are 9:00am-6:00pm, including a one-hour lunch break.

Key Responsibilities:

Daily Administration (60%):

  • Maintain accurate and up-to-date diaries for Partners, scheduling internal and external meetings, conference calls, video conferences, and communicating with clients and infrastructure staff as necessary.
  • Coordinate travel arrangements, book transportation, and accommodations.
  • Prepare letters, proposals, and other documents.
  • Prepare monthly timesheets and expense reports for each assigned Partner and Principal.
  • Assist with greeting clients, booking meeting rooms, and organizing catering.
  • Assist in organizing Partner files and offices.
  • Support the Marketing Department with coordinating customized mailings.

Client Development (30%):

  • Understand Partner's key client and sales goals and support them by:
  • Maintain a list of contacts and business activities in an 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 identify clients that haven't been contacted and/or who need follow-up; arrange meetings accordingly.
  • Coordinate travel efficiently by grouping client meetings where possible.
  • 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.

Requirements:

  • 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 is 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 downtime.
  • 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 Oliver Wyman?

At Oliver Wyman, we strive for breakthroughs by questioning, seeking diverse perspectives, and finding powerful and sustainable solutions. We value an environment where every member of Oliver Wyman is encouraged and expected to voice their 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.

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