Executive Assistant / Office Services Administrator

☑ Основной блок:

Опыт работы: 1–3 года.

Тип занятости: полная занятость.

График работы: полный день.

Зарплата: по результату собеседования.

Примерное место работы: Россия, Москва.

☑ Актуальность объявления:

Это объявление № 21157467 добавлено в базу данных: Суббота, 25 января 2025 года.

Дата его обновления на этом интернет-ресурсе: Понедельник, 17 марта 2025 года.

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☑ Подробности о вакантном месте:

Job Overview:

The provision of executive level administrative support to 1 - 2 Partners , plus the execution of Office Services responsibilities for local office. Candidate is expected to be a self-starter and comfortable in an environment that is fast-paced and growing.

Key Responsibilities:

Business Development

• Understand each supported Partner’s business goals and help to push them forward
• Develop excellent rapport with client assistants to facilitate access to senior leaders with existing and prospective clients
• Work with assigned Partners to tier contacts (clients and prospects) and proactively coordinate outreach based on Partner preference
• Support local marketing activities such as targeted client mailings/mailings, follow-up, client events organization, coordination of media activities (ie: interviews with journalists etc.)
• Review Partner’s contact lists and proactively identify opportunities for business development meetings to optimize scheduled travels
• Work with CIT teams to coordinate CRM reports, participate in calls and take minutes and disseminate back to CIT team.
• Provide recruitment support for the Russian office.

Calendaring

• Maintain diaries for Partners, scheduling internal and external meetings, communicating with clients and internal staff as appropriate
• Proactively spot opportunities to add internal and external meetings, interviews, staff meetings, follow up meetings

Travel Arrangement

• Coordinate travel and accommodation, book cars, rail tickets, etc.
• Develop understanding of Partner scheduling and travel preferences
• Coordinate travel efficiently by grouping client meetings where possible

Daily administration

• Single point of contact for all assigned Partners’ administrative needs including security access, conference room booking, catering orders
• Liaise with other support departments (DTP requests, printing, recruiting and finance)
• Enter and manage contacts and opportunities in CRM

Timesheet and Expense Reporting (10%)

• Prepare monthly timesheets for each assigned Partner
• Prepare all expense reports and/or delegate to a team assistant when necessary

Support and Coverage

• Provide executive assistant support to 1/-2 Partners.
• Provide coverage for EAs who are out of the office
• Provide training to new joiners on specific topics (calendaring, travel, timesheet & expenses, coverage)

Office Services Support

Delivery and provision of day to day facilities tasks and operational activities for the Moscow offices, in liaison with the local Facilities Management and the regional Head of Office Services.

• Answer calls for Oliver Wyman, in a courteous and professional manner, prioritizing as appropriate. Providing assistance and information to callers, re-direct calls as appropriate, take and relay adequate messages when required.
• Greet all visitors such as clients, candidates, delivery persons, maintenance workers, etc. ensuring proper security is in place for Oliver Wyman guests. Liaise with the main Reception for visitor’s registration and access.
• Book meeting rooms and ensure their logistics including general set up/cleanup of rooms, catering requests, liaising with local Facilities team and Technology Services for audio and video conferencing requests.
• Handle incoming and outgoing mail and packages, copy/binding requests and large mailings for Oliver Wyman, liaising with the local Facilities team.
• Book cars, couriers, hotels and catering as requested, ensuring requests are properly recorded and allocated to the appropriate cost code.
• Ordering, stocking and inventory management of office, kitchen, and office stationery.
• General and preventive equipment maintenance including coordination of repairs.
• Checking accuracy and coding all Office Services related bills prior to passing on to Finance for payment.
• Ensure that Oliver Wyman employees get everything they need such as general supplies, furniture etc. providing a safe, clean and secure working environment at all times and escalating to the Regional Office Services Manager when appropriate.
• In line with MMC H&S governance, ensure compliance with all aspects of Health & Safety and assist with Risk assessments, first aid, fire regulations and training if applicable.
• Assist with new hire onboarding, conduct office tour and explanation of office procedures.
• Work effectively with all departments to handle requests and to fulfil common goals in a proactive and customer service manner.

Experience Required:

• Bachelor’s degree preferred
• At least three years’ experience supporting senior level executives. Experience in financial services, management consultancy and/or a professional services environment a plus

Attributes:

• Problem solver
• Strong service focus
• Excellent communicator
• Good judgment
• Sense of urgency and able to make good decisions under pressure
• Self-starter
• Maturity and seen as a role model by peers
• Able to maintain and respect confidentiality
• Able to manage a heavy work volume and meet deadlines
• Organized and excellent attention to details
• Collaborative and team player, positive attitude
• Flexible and able to adapt to change

Skills:

• Fluent in Russian and English
• Good PowerPoint, Word, Excel and Outlook skills
• Intermediate Knowledge of CRM preferred

☑ О компании:

Логотип (эмблема, торговая марка, бренд) компании:

Сфера деятельности компании: Услуги для бизнеса; .

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