Oliver Wyman

Oliver Wyman is a global leader in management consulting. With offices in 60+ cities across nearly 30 countries, Oliver Wyman combines deep industry knowledge with specialized expertise in strategy, operations, risk management, and organization transformation. **Do you want to work in a stimulating, international environment for a global leader consulting company?** **We are currently looking for an Executive Assistant with fluent English and Italian to provide remote executive administrative support from our Milan Office. This is a temporary position for at least 7 months (Maternity Leave Cover).** **The Opportunity**: In this role, you will provide the executive level administrative support to 2-3 Partners. The working hours for this role are 9am to 6pm, with additional hours as needed. **Key Responsibilities**: **Business Development** - Building relationships with clients and client EAs - Understanding the business goals and objectives of each supported Partner and help to push them forward proactively - Maintaining and updating the current list of contacts and business activities in CRM database - Tracking and maintaining a sales activity/pipeline with each Partner - Managing the administrative requirements of tenders/proposals before submission - Maintaining and updating the current list of contacts and business activities in CRM database - Completing company profile on client correspondences (portals or tenders) - Proactively spotting clients that haven’t been called upon and/or who need follow up - Executing requested follow-up calls for client mailings - Preparing letters, proposals and other documents using Oliver Wyman formatting styles **Calendaring** - Maintaining diaries for Partners, scheduling internal and external meetings, communicating with clients and infrastructure staff as appropriate - Proactively spotting opportunities to add internal and external meetings; interviews, staff meetings, follow up - Assisting with scheduling for complex projects as requested by the Partner and/or project team **Travel Arrangement** - Coordinating travel and accommodation, book cars, rail tickets, etc. - Developing an understanding of Partner scheduling and travel preferences - Coordinating travel efficiently by grouping client meetings where possible ("you're in Rome 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** - Managing documents and project deliverables when requested - Notifying staffing and Practice EAs of extensions/re-negotiations - Managing storage or disposal of confidential client information - Acting as central point of contact for all assigned Partner administrative needs, liaise with other support departments as necessary **Timesheet, Expense Reporting & Invoicing** - Preparing monthly timesheets for each assigned Partners - Preparing all expense reports and/or delegate to a team assistant when necessary - Process invoices through the iProcurement tools for the Partners and their project teams - New vendor set up through the iProcurement system, ensuring vendor process has been fulfilled - Troubleshoot when payments are held up, by liaising with relevant stakeholders to address roadblocks **Team Support** - Providing coverage for EAs who are out of the office to ensure seamless support to Principals/Partners - Providing short-term coverage for Principals/Partners who may be in the midst of an EA assignment transition or who are new to the Firm - Providing training and support to new EAs - Participating 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 as an Executive Administrative Assistant - Experience of working within Management Consultancy, Professional Services or Financial Services environment is preferred - A strong understanding of public tenders/bids is highly desirable - other experience of RFPs/RFI’s, bid, proposals and tender support is also desirable - Fluent Italian and English skills are essential **Technical Skills**: - Proficient Outlook skill - Proficient with data analysis - Strong Word, PowerPoint, Excel skills. **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 mai