Company:
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Mercer
Description:
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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.