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Executive Assistant

2 months ago

Johannesburg, Gauteng, South Africa ZA016 Oliver Wyman (Pty) Ltd Full time

Job Title: Executive Assistant - IMEA Team

Job Summary:

We are seeking an experienced Executive Assistant to join our IMEA team in Johannesburg. The successful candidate will provide high-level administrative support to our Principal/Partner level consultants, ensuring seamless execution of business development activities, calendaring, and travel arrangements.

Key Responsibilities:

  • Build and maintain relationships with clients and client EAs
  • Understand business goals and objectives of supported Partners and proactively contribute to their success
  • Lead administrative support for RFPs/tender responses
  • Maintain and update CRM database with current contacts and business activities
  • Track and maintain sales activity/pipeline with each Partner in Salesforce
  • Proactively identify clients requiring follow-up and execute requested follow-up calls
  • Assist Marketing Department with coordination of customized mailings
  • Prepare letters, proposals, and other documents using Oliver Wyman formatting styles

Calendaring and Travel:

  • Maintain diaries for Partners, scheduling internal and external meetings, and communicating with clients and infrastructure staff as necessary
  • Proactively identify opportunities to add internal and external meetings, interviews, and staff meetings
  • Assist with scheduling for complex projects as requested by the Partner and/or project team
  • Coordinate travel and accommodation, book cars, rail tickets, and other arrangements
  • Develop understanding of Partner scheduling and travel preferences

Daily Administration:

  • Manage documents and project deliverables as 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, liaising with other support departments as necessary

Timesheet and Expense Reporting:

  • Prepare monthly timesheets for each assigned Partner
  • 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

Requirements:

  • At least three years' experience in a similar role
  • Experience in financial services, management consultancy, and/or a professional services environment is a plus
  • Technical Skills: Advanced Word, PowerPoint, and Outlook skills, comfortable Excel skills
  • Creative problem-solving
  • Knowledge of Salesforce, CRM systems (Microsoft Dynamics), Google Drive, and SharePoint is a plus but not necessary
  • English - required

Skills and Attributes:

  • Positive and proactive while still being collaborative
  • Highly organized and detail-oriented, yet operates well within a team and 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 the development of departmental models
  • 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