Executive Assistant and Office Support

Company:Oliver Wyman

Description:

Oliver Wyman, a Marsh (NYSE: MRSH) business, is a management consulting firm driven by deep industry insight, bold innovation, and a collaborative approach that cuts through complexity to help organizations navigate their most defining transformative moments.

About the Role:

This is a lynchpin role in the Brussels office as the only Executive Assistant on the ground for a growing office of c.20 people. Reporting to the Paris EA Manager, the EA will provide executive level administrative support to 2 Partners as well as some light office services duties.

The position is a hybrid role with a minimum of 60%-80% based in our Brussels office with the other 20-40% working from home (flexibility required as to business needs). Hours are 9:00am-6:00pm (including one hour lunch break).

Key Responsibilities:

Business/client development (30%)

• Understand Partners’ key client and sales goals and support them to:

• 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

Daily administration (60%)

• Maintain diaries for Partners, scheduling internal and external meetings, conference calls, Zoom/Teams videos, communicating with clients and internal staff as appropriate

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

• Prepare letters, proposals and other documents

• Prepare weekly timesheets and expense reports (at least monthly) for each assigned Partner

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

• Local event management as required, both internal and for clients

• Assist the Marketing Department with the coordination of customized mailings

Light Office Services and Team Support (10%)

• Provide light office services locally:

  Overseeing inventory and orders placed in accordance with allocated budget

  Monitor local OS issues and attend monthly meeting with Office Services Manager to highlight any issues re travel, Amex, parking, catering etc

• 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.

Experience Required:

• Minimum of three years’ experience working in an administrative or customer service position.

• Experience in management consultancy, financial services, and/or a similar professional services industry a plus.

Skills and Attributes

• Strong client- and service-focus: builds effective relationships and consistently delivers high-quality work

• Excellent verbal and written communicator; confident engaging with stakeholders at all levels in a multicultural environment

• Professional and discreet, with sound judgement and a commitment to confidentiality

• Self-starter and collaborative team player who is adaptable, receptive to feedback and willing to go beyond strict role boundaries

• Highly organised and methodical with exceptional attention to detail and accuracy

• Proven ability to manage competing priorities, handle a high workload and meet tight deadlines in a fast-paced environment

Technical skills

• Fluency in English and Dutch or French.

• Good Word, PowerPoint and Excel skills

• Working knowledge of Outlook, a plus

• Knowledge of CRM systems, a plus

Please submit your CV in English.

Why join us at Oliver Wyman?

At Oliver Wyman, we lead with heart - we love what we do and have fun while we do it! We also strive for breakthroughs by questioning, seeking diverse perspectives, and finding powerful and sustainable solutions. If you share these values and want to work as one and own our impact at the same time, be brave and achieve the amazing with us!

• We’re individuals who are self-starting, motivated, energetic, entrepreneurial about what we do

• We have the common aspiration to have an impact, leave a legacy and change the world. We have no interest in running a steady-state business. We want to build, grow and shape the environment around us

• We value an environment where every member of Oliver Wyman is encouraged and expected to voice his or her opinion

• We believe that to create a true meritocracy we need to remove artificial barriers to opportunity

• We value people whose lives balance work and non-work activities because we believe they are both more interesting colleagues and are able to make better contributions to the Firm.

• We push ourselves hard to deliver excellence, but we also work to extract the maximum benefit from the flexibility of a project-based business. We provide the ability to take career breaks for personal or family reasons. We fundamentally value each other’s time and are sensitive to how it is used. We are an output not input-based culture, have respect for people’s personal decisions, and believe that one's workload must be sustainable. We seek balance for ourselves and our colleagues.

At Oliver Wyman, a Marsh (NYSE: MRSH) business, we bring deep industry insight, bold innovation, and a collaborative approach that cuts through complexity to help organizations navigate their most defining transformative moments.

As a business of Marsh, we work alongside the world’s leading experts across risk, reinsurance and capital, people and investments, and management consulting. Together with Marsh Risk, Guy Carpenter, and Mercer, we help organizations build resilience and competitive advantages from every angle. With annual revenue over $24 billion and more than 90,000 colleagues in 130 countries, Marsh helps build the confidence to thrive through the power of perspective.

For more information, visit oliverwyman.com, or follow us on LinkedIn and X.

Oliver Wyman is a business of Marsh (NYSE: MRSH), a global leader in risk, reinsurance and capital, people and investments, and management consulting, advising clients in 130 countries. With annual revenue of over $27 billion and more than 95,000 colleagues, Marsh helps build the confidence to thrive through the power of perspective. For more information, visit oliverwyman.com, or follow us on LinkedIn and X. 

Marsh is committed to creating a diverse, inclusive and flexible work environment. We aim to attract and retain the best people and embrace diversity of age, background, disability, ethnic origin, family duties, gender orientation or expression, marital status, nationality, parental status, personal or social status, political affiliation, race, religion and beliefs, sex/gender, sexual orientation or expression, skin color, or any other characteristic protected by applicable law.

Marsh is committed to hybrid work, which includes the flexibility of working remotely and the collaboration, connections and professional development benefits of working together in the office. All Marsh colleagues are expected to be in their local office or working onsite with clients at least three days per week. Office-based teams will identify at least one “anchor day” per week on which their full team will be together in person.