Oliver Wyman - EA Assistant Manager - Bogota

Job Overview:

Oliver Wyman is seeking an Assistant Manager for the Executive Assistant (EA) team. This role will manage a small team of Executive Assistants, manage workflow coordination region, and help to gather feedback and deliver training to the entire EA team. The role requires communicating with key clients (Partners, Principals and Support Professionals) on a regular basis to gather feedback on business and service needs and to work closely with the EA Regional Management team to develop and refine the service offering while improving efficiencies and processes.

*PLEASE SUBMIT CVs IN ENGLISH*

Key Responsibilities:

Management

• Manage small team

• Assist EAs with individual annual performance goal setting

• Participate in mid- and end-year review discussions for the EAs along with EA Manager. Solicit feedback from supported Partners to address potential performance challenges and to improve service provided

• Work with the EA Manager to calibrate performance ratings

• Help with creating positive and collaborative team dynamics

• Be the team’s first point of contact for conflict resolution

• Collaborate with Regional EA Manager and local office leadership on process enhancements to improve efficiencies and capacity management

• Occasional involvement in special projects for EA Department

• Occasional involvement in special projects involving regional coordination such as training, teambuilding, etc.

Recruitment

• Recruit and train new EAs

• Integrate newly hired EAs into the workflow of the team

Training

• Coordinate training schedule of new team members with Regional and/or Global EA Training Coordinator

• Revise new hire training in collaboration with the Regional and/or Global EA Training Coordinator based on new hire feedback

• Identify skills/learning gaps for the entire EA team and determine new training modules to be developed

• Meet regularly with Regional and/or Global EA Training Coordinator to review training strategy, training materials and amend based on identified gaps/direct feedback

Workflow Coordination

• Manage Workflow Coordination for the team, e.g. arrange and send out coverage notes to organize coverage for the team as appropriate, delegate overflow work such as expense processing based on capacity

• Approve holiday, “work from home” requests and timesheets

• Track attendance, punctuality, vacation time, “work from home” requests, timesheets and other department metrics in conjunction with the Regional EA Manager.

Daily administration, Partner support and client development

• Act as a role model EA for One Partner, Principal or SP

• Coverage for the team when EA Coverage is not available.

• Maintain diaries, schedule internal and external meetings, conference calls, video conferences, communicate 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 individual

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

• Provide business development and CRM support

Experience Required:

• 5+ years’ of working experience including 1-3 years’ experience as EA

• Training and/or workflow coordination experience

• Experience in working in high pace environment with many demands from various stakeholders

• Advanced knowledge of email systems (Outlook preferred), Microsoft Office

• Fluency in English required (written and spoken)

• Experience with CRM a plus

Skills and Attributes:

• Problem solver – able to work with other teams and staff members effectively to reach a viable solution and goal

• Ability to think strategically and contribute to development of departmental model

• Self-starter, strong initiative, confidence and ability to work with little guidance

• Strong customer service orientation

• Possesses maturity, poise and judgment, and the ability to deescalate conflict

• Team player who has experience of and has enjoyed working as part of a team. Ability to juggle several tasks at once, to prioritize and manage own time. Not a clock watcher or someone who is unwilling to step outside their job description

• Creative, methodical, organized and excellent attention to detail

• Maintain and respect confidentiality