Company:
Oliver WymanDescription:
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
- Creative problem solving
- 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.