Executive Assistant - (French speaker) - in Lisbon

Company:

Mercer

Description:

We are seeking an Executive Assistant to join our Team at Mercer. You will be joining us in building Oliver Wyman’s new hub in Lisbon.

This is a hybrid role that has a requirement of working at least three days a week in the office.

As an Executive Assistant you will provide executive level administrative support to 2 - 3 Partners.

Your key responsibilities will be: complex meeting schedule management, communication with external and internal clients, travel coordination, maintaining marketing CRM database and expense processing.

We will count on you to:

Daily administration (60%)

• Maintain diaries for Partners, scheduling internal and external meetings, conference calls, video conferences, communicating with clients and infrastructure staff as appropriate.

• Coordinate travel and accommodation, book cars, rail tickets, etc.

• Prepare letters, proposals and other documents

• Prepare monthly timesheets and expense reports for each assigned Partner and Principal.

• Assist with greeting clients, booking and setting up meeting rooms and organising catering.

• Assist in organization of Partner files and offices.

• Assist the Marketing Department with the coordination of customized mailings.

Client development (30%)

• Understand Partner’s key client and sales goals and support them by:

• Maintain list of contacts and business activities in address book and CRM database.

• Track and maintain sales activity/pipeline (e.g. who we have called upon, how far the discussions have progressed, what we have promised by when, and follow-up with Partners as necessary).

• Proactively spot clients that haven't been called upon and/or who need follow- up; arrange meetings accordingly.

• 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").

• Develop excellent rapport with client assistants to further develop the client relationship.

• Execute requested follow-up calls for client mailings.

• Become familiar with the Practice themes and Oliver Wyman ‘products’ to develop confidence in setting up meetings with clients.

Team Support (10%)

• Provide coverage for EAs when out of the office to ensure seamless support to Partners

• Provide short-term coverage for 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.

What makes you stand out?

• 2-3 years of working experience as Executive assistant Experience in management consultancy, financial services, and/or a similar professional services industry is a plus

• 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 verbal and written communication skills and able to deal with people at all levels across a multicultural environment.

• Poise and judgment

• Ability to maintain and respect confidentiality

• Proactive team player who has experience of and has enjoyed working as part of a team. Willing to offer assistance when there is downtime.

• 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

• Self-starter, quick study, confidence and ability to work with little guidance

• Ability to take constructive feedback in stride and incorporate feedback quickly.

• Ability to manage a heavy work volume and meet deadlines in an extremely fast paced e