Executive Assistant

6 months ago

Gurgaon, India Oliver Wyman Group Full time

Oliver Wyman is a global leader in management consulting. With offices in more than 70 cities across 30 countries, Oliver Wyman combines deep industry knowledge with specialized expertise in strategy, operations, risk management, and organization transformation. The firm has more than 6,500 professionals around the world who work with clients to optimize their business, improve their operations and risk profile, and accelerate their organizational performance to seize the most attractive opportunities.

**Oliver Wyman is now looking for an Executive Assistant to join our Gurugram office.**

**The Opportunity**

The Executive Assistant will provide executive level administrative support to 1-3 Partner level consultants.

**Key responsibilities of the role include**:
**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**
- 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 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), 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 pla

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