Oliver Wyman - Executive Assistant - Milan Milano

Oliver Wyman - Executive Assistant - Milan
Milano
Lombardia, Milano

Job Description For Posting

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.

**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 maintain and respect confidentiality

- Ability to