Oliver Wyman is looking for a seasoned Executive Assistant to join our growing IMEA (India, Middle East & Africa) EA team!
The role can be based in either our Gurugram or Mumbai office.
Job Overview:
The provision of a bilingual (English/Hindi) executive level administrative support to 1-3 Partner level consultants.
Hours: 09:00 – 18:00 with additional hours as needed.
Key Responsibilities:
Business Development
Build relationships with clients and clients EAs
Understand the business goals and objectives of each supported Partner and help to push them forward proactively
Lead the administrative support of RFPs/tender responses
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.
Coordinate with mobility and HC to obtain relevant business visas/work permits
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
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 Partner administrative needs, liaise with other support departments as necessary
Timesheet and Expense Reporting
Prepare monthly timesheets for each assigned Partners
Prepare all expense reports and/or delegate to a team assistant when necessary
Request Purchase Orders (POs) as needed for relevant project teams.
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 and Skills Required:
At least three years’ experience of working in a similar role.
Experience in financial services, management consultancy and/or a professional services environment a plus.
Technical Skills:
Advanced Word, PowerPoint, and Outlook skills, comfortable Excel skills
Creative problem solving
Knowledge of CRM systems (Microsoft Dynamics), Google Drive and SharePoint, a plus but not necessary
English – required; Hindi - a plus.
Skills and Attributes:
Positive and proactive while still be collaborative
Highly organized and detail-oriented, yet operates well within a team, as well as independently
Professional, tactful and able to engage with colleagues at all levels in the firm
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 work, cost consciousness 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