Oliver Wyman

2 weeks ago

Johannesburg, Gauteng, South Africa Oliver Wyman Group Full time

Oliver Wyman is looking for an experienced Executive Assistant (EA) in Johannesburg to provide a bilingual (English/Afrikaans) administrative support to up to 3 of our Partners. This is a temporary contract for about 8 months.

The Opportunity:


This is an exciting opportunity to join Oliver Wyman as an Executive Assistant in our Johannesburg office, supporting between 1 and 3 of our Partners.


Key Responsibilities:

Business Development (20%)

  • 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 followup calls for client mailings
  • Assist the Marketing Department with the coordination of customized mailings
  • Prepare letters, proposals and other documents using Oliver Wyman formatting styles

Calendaring (30%)

  • 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 (20%)

  • Coordinate travel and accommodation, book cars, rail tickets, etc.
  • 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 (10%)

  • Work with HC to obtain work permits and visas
  • Manage documents and project deliverables when requested
  • Notify staffing and Practice EAs of extensions/renegotiations
  • 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 (10%)

  • 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 (10%)

  • Provide coverage for EAs who are out of the office to ensure seamless support to Principals/Partners
  • Provide shortterm 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; Afrikaans or any other South African Language preferred

Skills and Attributes:

  • Positive and proactive while still be collaborative
  • Highly organized and detailoriented, 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
  • Selfstarter, 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 a

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