Executive Assistant/Office Manager

Oliver Wyman is a global leader in management consulting. With offices in 50+ cities across 26 countries, Oliver Wyman combines deep industry knowledge with specialized expertise in strategy, operations, risk management, and organization transformation. Our 4700+ professionals help clients optimize their business, improve their operations and risk profile, and accelerate their organizational performance to seize the most attractive opportunities. Oliver Wyman's thought leadership is evident in our agenda-setting books, white papers, research reports, and articles in the business press. Our clients are the CEOs and executive teams of the top Global 1000 companies.

Visit our website for more details about Oliver Wyman: www.oliverwyman.com

RESPONSIBILITIES:

Calendaring

  • Maintain diaries for Vice Presidents, 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 Vice President and/or project team


Travel Arrangement
  • Coordinate travel and accommodation, book cars, rail tickets, etc.
  • Develop understanding of Vice President 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")


Timesheet and Expense Reporting
  • Prepare monthly timesheets for each assigned Vice President
  • Prepare all expense reports


Office Services Support
  • Log and greet all visitors, including clients, delivery persons, maintenance workers, etc. to ensure proper security is in place for Oliver Wyman guests
  • Book meeting rooms and manage their logistics including general set up/cleanup of rooms, catering requests, liaising with Technology Services for audio and video conferencing requests
  • Handling of incoming and outgoing mail, faxes and packages, copy/binding requests and large mailings
  • Assist with new hire on boarding, conduct office tour and explanation of office procedures
  • Ordering, stocking and inventory management of OW specific supplies
  • Responsible for maintaining relationships with vendors; including building maintenance, overnight delivery, office suppliers and food services
  • Ensure compliance with Health and Safety (both internal and external), Fire Safety, emergency/evacuation and security procedures. Set up and ensure training and compliance in all aspects of Health & Safety to include First Aid, Fire Regulations and update BCP site details in BRM database
  • Oversee the OS budget
  • Checking accuracy and coding all OS bills prior to passing to Finance for payment
  • Organize firm events like Holiday & Summer Party, etc., including oversight of the events budget
  • Assist with OS related new hire on boarding, conduct office tour and explanation of office procedures incl. Health & Safety and ordering of entry passes
  • Assist with internal office moves and refurbishment projects as needed
  • Monitor and handle all OS inbox requests


REQUIREMENTS:

Experience Required:
  • 3+ years' experience at working in an administrative or customer service position.
  • Experience in financial services, management consultancy and/or a professional services environment a plus


Technical Skills:
  • Excellent Word, PowerPoint and Excel skills
  • Expert knowledge of Outlook
  • Knowledge of CRM systems (Microsoft Dynamics), a plus but not necessary


Skills and Attributes:
  • 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
  • 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
  • Self-starter, strong initiative, confidence and ability to work with little guidance
  • 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
  • Must have unrestricted authorization to work in the United States


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