At Oliver Wyman, a Marsh (NYSE: MRSH) business, we bring deep industry insight, bold innovation, and a collaborative approach that cuts through complexity to help organizations navigate their most defining transformative moments.
As a business of Marsh, we work alongside the world’s leading experts across risk, reinsurance and capital, people and investments, and management consulting. Together with Marsh Risk, Guy Carpenter, and Mercer, we help organizations build resilience and competitive advantages from every angle. With annual revenue over $27 billion and more than 90,000 colleagues in 130 countries, Marsh helps build the confidence to thrive through the power of perspective.
Job Overview:
Oliver Wyman is seeking an Assistant Manager for the Executive Assistant (EA) team. This role will manage a small team of Executive Assistants, manage workflow coordination region, and help to gather feedback and deliver training to the entire EA team. The role requires communicating with key clients (Partners, Principals and Support Professionals) on a regular basis to gather feedback on business and service needs and to work closely with the EA Regional Management team to develop and refine the service offering while improving efficiencies and processes.
*PLEASE SUBMIT CVs IN ENGLISH*
Key Responsibilities:
Management
Manage small team
Assist EAs with individual annual performance goal setting
Participate in mid- and end-year review discussions for the EAs along with EA Manager. Solicit feedback from supported Partners to address potential performance challenges and to improve service provided
Work with the EA Manager to calibrate performance ratings
Help with creating positive and collaborative team dynamics
Be the team’s first point of contact for conflict resolution
Collaborate with Regional EA Manager and local office leadership on process enhancements to improve efficiencies and capacity management
Occasional involvement in special projects for EA Department
Occasional involvement in special projects involving regional coordination such as training, teambuilding, etc.
Recruitment
Recruit and train new EAs
Integrate newly hired EAs into the workflow of the team
Training
Coordinate training schedule of new team members with Regional and/or Global EA Training Coordinator
Revise new hire training in collaboration with the Regional and/or Global EA Training Coordinator based on new hire feedback
Identify skills/learning gaps for the entire EA team and determine new training modules to be developed
Meet regularly with Regional and/or Global EA Training Coordinator to review training strategy, training materials and amend based on identified gaps/direct feedback
Workflow Coordination
Manage Workflow Coordination for the team, e.g. arrange and send out coverage notes to organize coverage for the team as appropriate, delegate overflow work such as expense processing based on capacity
Approve holiday, “work from home” requests and timesheets
Track attendance, punctuality, vacation time, “work from home” requests, timesheets and other department metrics in conjunction with the Regional EA Manager.
Daily administration, Partner support and client development
Act as a role model EA for One Partner, Principal or SP
Coverage for the team when EA Coverage is not available.
Maintain diaries, schedule internal and external meetings, conference calls, video conferences, communicate 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 individual
Assist with greeting clients, booking and setting up meeting rooms and organizing catering
Provide business development and CRM support
Experience Required:
5+ years’ of working experience including 1-3 years’ experience as EA
Training and/or workflow coordination experience
Experience in working in high pace environment with many demands from various stakeholders
Advanced knowledge of email systems (Outlook preferred), Microsoft Office
Fluency in English required (written and spoken)
Experience with CRM a plus
Skills and Attributes:
Problem solver – able to work with other teams and staff members effectively to reach a viable solution and goal
Ability to think strategically and contribute to development of departmental model
Self-starter, strong initiative, confidence and ability to work with little guidance
Strong customer service orientation
Possesses maturity, poise and judgment, and the ability to deescalate conflict
Team player who has experience of and has enjoyed working as part of a team. 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
Creative, methodical, organized and excellent attention to detail
Maintain and respect confidentiality