Executive Assistant (Tokyo)

Company:

Description:

About Oliver Wyman

Oliver Wyman is a global leader in management consulting. With offices in 60 cities across 29 countries, Oliver Wyman combines deep industry knowledge with specialized expertise in strategy, operations, risk management, and organization transformation. Our 5000 professionals help clients optimize their business, improve their operations and risk profile, and accelerate their organizational performance to seize the most attractive opportunities. Oliver Wyman’s thought leadership is evident in our agenda-setting books, white papers, research reports, and articles in the business press. Our clients are the CEOs and executive teams of the top Global 1000 companies.

Visit our website for more details about Oliver Wyman:www.oliverwyman.com

Job Overview:

Oliver Wyman is seeking an Executive Assistant to provide administrative support to Partners and will be responsible for administrative tasks including calendar management, travel coordination, and business development. The incumbent will have strong organizational skills and effective communication.

Key Responsibilities:

Calendar Management & Travel Arrangement

• Strategic calendar management for Partners, scheduling internal and external meetings, communicating with clients and support professionals as appropriate
• Proactively spot opportunities to add internal and external meetings; interviews, staff meetings, follow up
• Assist with scheduling for complex projects as requested by the Partner and/or project team
• Coordinate complex travel and accommodation, flights, cars, rail tickets, etc. in collaboration with our external provider, BCD
• Develop understanding of Partner scheduling and travel preferences, coordinate travel efficiently by grouping client meetings where possible (e.g., "you're in Shanghai 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")

Business Development

• Develop excellent rapport with client assistants to facilitate access to senior leaders with existing & prospective clients
• Understand the business goals and objectives of each Partner & proactively assist with commercial effectiveness initiatives, including identifying who have not been contacted and require follow-up
• CRM management – contact management and business activities updates
• Certinia management – compliance with opportunity update and contract upload
• Review marketing campaigns and determine targeted follow-up
• Prepare letters, proposals and other documents using Oliver Wyman formatting styles
• Key contact for Partners, Finance and Legal on Contracts & Invoices
• Coordination of Tender bidding/submission

Daily Administration

• Arrange visas/ work permits, in collaboration with Human Capital and Mobility team members as required
• Manage documents and project deliverables when requested
• Act as central point of contact for all assigned /Partner administrative needs, liaise with other support departments as necessary
• Prepare monthly timesheets for each assigned /Partner
• Prepare all expense reports with adherence to the T&E policy
• Responsible for working with OW iProcurement team for PO creation and vendor/supplier payments

Team Support

• Provide coverage for EAs who are out of the office to ensure seamless support to Partners

Experience Required

• 2-3 years of experience in a similar role
• Experience in financial services, management consultancy, or any professional services environment is a plus.

Technical Skills

• Fluency in English (written and verbal) required
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Outlook
• Excellent CRM knowledge is advantageous

Skills and Attributes:

• Strong organizational skills with demonstrated ability to prioritize and multi-task in a fast-paced environment with focus on client impact
• Excellent communicator – able to deal effectively with people at all levels across a multicultural environment.
• Good judgement with an ownership mentality
• Empathetic, courteous, positive demeanor
• Resourceful and proactive
• Strong problem-solving and time management skills
• Ability to work collaboratively and adapt to changing priorities