Company:
Oliver Wyman
Description:
Oliver Wyman is looking for a seasoned Executive Assistant to join our growing IMEA (India, Middle East & Africa) EA team!
The role will be based in our Baku office.
Job Overview:
The provision of a bilingual (English/Azeri) 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 client 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
- Act as the primary local point of contact for all office-related needs, including welcoming guests, receiving parcels and deliveries, and handling other day-to-day office matters
- Act as central point of contact for all assigned Partner administrative needs, liaise with other support departments as necessary
- Manage documents and project deliverables when requested
- Notify staffing and Practice EAs of extensions/re-negotiations
- Manage storage or disposal of confidential client information
Timesheet and Expense Reporting
- Prepare weekly 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 Required:
- At least three years’ experience at 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
- Knowledge of CRM systems (Microsoft Dynamics), MS Teams and SharePoint, a plus but not necessary
- English and Azeri – required
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-working, cost conscious 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.
Oliver Wyman is a business of Marsh (NYSE: MRSH), a global leader in risk, reinsurance and capital, people and investments, and management consulting, advising clients in 130 countries. With annual revenue of over $27 billion and more than 95,000 colleagues, Marsh helps build the confidence to thrive through the power of perspective. For more information, visit oliverwyman.com, or follow us on LinkedIn and X.
Marsh is committed to creating a diverse, inclusive and flexible work environment. We aim to attract and retain the best people and embrace diversity of age, background, disability, ethnic origin, family duties, gender orientation or expression, marital status, nationality, parental status, personal or social status, political affiliation, race, religion and beliefs, sex/gender, sexual orientation or expression, skin color, or any other characteristic protected by applicable law.