Administrative Assistant - (French speaker) - in Lisbon

We are seeking an Administrative Assistant to join our Executive Assistant Team at Mercer. You will be joining us in building Oliver Wyman’s new hub in Lisbon.

This is a hybrid role that has a requirement of working at least three days a week in the office.

As an Administrative Assistant you will provide remote executive level administrative support to 5/6 Senior Professionals. Your key responsibilities will be: complex meeting schedule management, communication with external and internal clients, travel coordination, maintaining marketing CRM database and expense processing.

We will count on you to:

• Calendaring - Maintain diaries for Principals, scheduling internal and external meetings, communicating with clients and infrastructure staff as appropriate
• Proactively spot opportunities to add marginal internal meetings; interviews, staff meetings, etc
• Travel Arrangement - Coordinate travel and accommodation, book cars, rail tickets, etc
• Timesheet and Expense Reporting
• Prepare monthly timesheets for each assigned Principal
• Prepare all expense reports
• CRM and Client Support - Maintain/update client contact database to ensure accuracy of information for firm use
• Assist the Marketing Department with the co-ordination of customized mailings
• Prepare letters, proposals and other documents using Oliver Wyman formatting styles
• Team Support (10%) - Provide coverage for AAs when out of the office to ensure seamless support to Principals
• Provide short-term coverage for Partners or Principals who may be in the midst of an EA assignment transition or who are new to the Firm
• Provide training and support to new AAs
• Participate in team meetings and projects with an eye to improving processes and the overall performance of the EA team

What makes you stand out?

• At least one year experience working in an administrative or customer service position. Experience in financial services, management consultancy and/or a professional services environment a plus
• Fluent in English plus French
• Problem solver – able to work with other teams and staff members effectively to reach a viable solution and goal
• Strong service focus – dedicated to meeting the expectations of all staff through securing effective relationships with clients and executing deliverables to the highest standards
• Excellent communicator and negotiator – able to deal effectively with people at all levels across a multicultural environment
• Maturity, poise and judgment
• Ability to maintain and respect confidentiality
• Ability to think strategically and contribute to development of departmental model
• 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 undertake projects and produce quality and timely results
• Self-starter, strong initiative, confidence and ability to work with little guidance
• Collaborative team player
• Positive attitude, sense of fun: is collegial and friendly
• Ability to juggle several tasks at once, to prioritize and manage own time
• Methodical, organized and excellent attention to detail
• Flexible attitude; embraces change, hard-working, cost conscious and results driven
• Finally, we are looking for someone who will be committed to the company and add to the life and culture of Oliver Wyman
• Technical Skills
• Excellent Word, PowerPoint and Excel skills
• Expert knowledge of Outlook
• Knowledge of CRM systems (Microsoft Dynamics), a plus but not necessary
• Touch typing speed of 50-60 wpm and/or a formal typing certification

Why join our team:

• We help you be your best through professional development opportunities, interesting work and supportive leaders.
• We foster a vibrant and inclusive culture where you can work with talented colleagues to create new solutions and have impact for colleagues, clients and communities.
• Our scale enables us to provide a range of career opportunities, as well as benefits and rewards to enhance your well-being.
• As of November 7, 2024, the Business Group Global Boilerplate Language, Country Specific Regulatory Language (Ex. US EEO Statement) OR Global Diversity Statement, and Global Hybrid Work Policy Statement have been automated except for:
• Marsh McLennan Agency
• Mercer Marsh Benefits