Executive/Office Services Assistant - Haywards Heath

at  Oliver Wyman Group

JOB OVERVIEW:

We are looking for an enthusiastic, motivated people-person to join our team based in Haywards Heath as an Executive/Office Services Assistant, supporting our Vector team - Vector provides technical consulting and services to the Global aviation, aerospace and rail industries.
Visit an Oliver Wyman office anywhere in the world and you will feel it: the buzz of people who are doing work that matters. There is no corporate mould to fit and hierarchy doesn’t get in the way. Everybody contributes.
Join us if you are excited by new challenges and at ease working across cultures. You’ll find interesting people who laugh easily, speak their minds and measure success by what is accomplished, not how many hours are worked. We are looking for people who want to grow and develop… people who thrive on teamwork and enjoy learning new skills.
The position is a hybrid role with a minimum of 60% based in our Haywards Heath office with the other 40% working from home. This is a full time, permanent role working 40 hours per week (flexible working and hybrid hours are available)

WHO WE ARE LOOKING FOR:

• Previous experience as an Executive/ Administrative Assistant is required
• Excellent command of English language (verbal and written)
• Strong organisation, documentation and communication skills
• Proficient user of Microsoft Office suite

PERSON SPECIFICATION:

• Excellent verbal and written communication skills and able to deal with people at all levels across a multicultural environment
• Able to act as a point of contact for all clients and infrastructure departments on behalf of assigned leaders and to prioritise and manage the leader’s time accordingly
• Team player who has experience of and has enjoyed working as part of a group
• Service focused – dedicated to meeting the expectations of all staff through securing effective relationships with clients and executing deliverables to the highest standards
• Ability to multitask, prioritise and manage one’s own time. Not a clock watcher or someone who is unwilling to step outside the job description
• Self-starter who has an appetite for learning and is driven to excel and grow
• One who takes constructive feedback in stride and incorporates feedback quickly
• Ability to manage a heavy work volume and meet deadlines in an extremely fast paced environment
• Ability to maintain and respect confidentiality
• Sense of humour
• Attention to detail and stickler for accuracy
• Flexible attitude, hard-working and results driven
• Finally, we are looking for someone who will be committed to the company and add to the life and culture of Vector and Oliver Wyman

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.

THE ROLE:

Working directly with Partners, Directors and the local team, supporting administration, office services and business development activity for Vector
Be the go-to person for anything in our Baker Street HO i.e. general info, room bookings
Organising social / team building events in conjunction with the Events Committee

KEY RESPONSIBILITIES:

Executive Assistant (70% of role)

• Maintaining diaries for 5 Directors, scheduling internal and external meetings, conference calls, video conferences communicating with clients and infrastructure staff as appropriate
• Proactively spotting opportunities to add marginal internal meetings; interviews, staff meetings, etc
• Coordinating travel and accommodation, book cars, rail tickets, etc
• Preparing letters, proposals and other documents using Oliver Wyman formatting styles
• Ad hoc help with cover for the London team
• Preparing timesheets and expense reports
• Coordinating the monthly staff meetings including room bookings
• Assisting with greeting clients, booking and setting up meeting rooms and organising catering
• Understanding the Partner’s key client and sales goals and supporting them by:
• Tracking and maintaining 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 spotting clients that haven’t been called upon and/or who need follow-up; arrange meetings accordingly
• Developing excellent rapport with client assistants to further develop the client relationship.
• Executing requested follow-up calls for client mailings.
• Becoming familiar with the Practice themes and Oliver Wyman ‘products’ to develop confidence in setting up meetings with clients.

Office Services (30% of role)

• Ensuring all incoming calls are answered promptly on the soft telephone, in a courteous and professional manner, prioritizing as appropriate
• Logging and greeting all visitors, including delivery persons, maintenance workers, etc. to ensure proper security is in place
• Liaising with Marsh reception in Milton Road when required
• Liaising with other support functions such as HC, Finance, IT, Production and Legal as appropriate to fulfil common goals such as, but not limited to, Firm event coordination, general recruitment coordination and interview scheduling, inductions for new hires, general IT requests, etc.
• Ordering of business cards, printed stationery and office supplies including food and drink whilst adhering to the budget
• Overseeing the booking of meeting rooms and manage their logistics including catering and audio/video conferencing requests
• Arranging birthday cards for the Vector team
• Coordinating the volunteering days
• Assisting with training – sourcing relevant trainers, preparing SoW, printing and binding training packs, liaising with finance for the invoicing, adding delegate names to the certificate log etc.