Administrative Assistant

Company Description
WTW is a leading global advisory, broking and solutions company that helps clients around the world turn risk into a path for growth. With roots dating to 1828, WTW has 40,000 employees serving more than 140 countries. We design and deliver solutions that manage risk, optimize benefits, cultivate talent, and expand the power of capital to protect and strengthen institutions and individuals. Our unique perspective allows us to see the critical intersections between talent, assets and ideas – the dynamic formula that drives business performance. Together, we unlock potential. Learn more at wtwco.com.

Summary:

Our Administrative Assistant will provide high-level administrative support to the Head of Risk and Broking and two additional senior executives. This role demands exceptional organizational skills, discretion, and the ability to manage multiple priorities seamlessly. Our Administrative Assistant will serve as a strategic partner, ensuring efficient operations and facilitating effective communication across departments and with external stakeholders.

Key Responsibilities:

Executive Support:

• Manage complex calendars, scheduling meetings, appointments, and travel arrangements for all three executives, ensuring optimal time management and alignment with strategic priorities.
• Screen and prioritize incoming communications, including phone calls, emails, and correspondence, responding when appropriate and ensuring timely follow-up on urgent matters.
• Coordinate logistics for internal and external meetings, conferences, and events, including preparation of agendas, materials, and follow-up actions.
• Prepare and maintain confidential files, records, and documents related to departmental operations, strategies, and initiatives.

Communication Liaison:

• Act as the primary point of contact for internal and external stakeholders, facilitating effective communication on behalf of the executives.
• Draft, proofread, and edit correspondence, presentations, and reports, ensuring consistency with organizational standards and tone.
• Manage professional networking platforms, responding to inquiries and maintaining the executives' professional image.

Project Coordination:

• Assist in the coordination of key projects and initiatives across the Risk and Broking division and related departments.
• Track project timelines and deliverables, following up with accountable parties to ensure milestones are met.
• Support the preparation of reports, presentations, and dashboards for leadership meetings and decision-making processes.

Meeting and Event Management:

• Organize high-level meetings and events, such as board presentations and executive leadership sessions.
• Prepare meeting agendas, distribute materials, and document follow-up actions to ensure accountability.
• Coordinate logistics for training sessions, workshops, and conferences pertinent to the executives' functions.

Confidentiality & Discretion:

• Handle sensitive and confidential information with the utmost discretion, ensuring compliance with company policies and data protection regulations.
• Maintain trust and integrity in all interactions, safeguarding the privacy of the executives and the organization.

Travel and Expense Management:

• Coordinate comprehensive travel arrangements, including booking flights, accommodations, and ground transportation.
• Manage travel and entertainment expenses, ensuring timely submission and adherence to company policies.

Time Management & Prioritization:

• Optimize daily and weekly schedules, balancing multiple priorities and accommodating last-minute changes or requests.
• Remind executives of key deadlines, events, and deliverables, aiding in effective task prioritization.

Experience:

• 7 – 12 years of relevant Administrative Assistant experience supporting leaders in complex global roles
• Experience in handling geographically diverse stakeholders.
• Exceptional organizational and time-management skills, with the ability to multitask and prioritize effectively.
• Strong communication and interpersonal skills, capable of interacting with stakeholders at all levels.
• High degree of discretion and confidentiality.
• Proficiency in office productivity tools and software.

Skills & Knowledge:

• Organization Skills 
• Email, Calendar, Travel and Expense Management
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