Social Work & Nonprofit Jobs: Executive/Office Services …, Haywards Heath

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 doesnt get in the way. Everybody contributes.
Join us if you are excited by new challenges and at ease working across cultures. Youll 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)


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 Partners 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.


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 leaders 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 ones 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!
Were 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 others time and are sensitive to how it is used. We are an output not input-based culture, have respect for peoples personal decisions, and believe that one's workload must be sustainable. We seek balance for ourselves and our colleagues.

To learn more, please follow us on Facebook, LinkedIn or Twitter: OliverWyman.
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