Professional Assistant W&R

WTW; Madrid; Presencial; EUR 30.000 - 46.000; Jornada completa

Descripción de la vacante

Willis Towers Watson in Madrid is seeking a proactive Administrative & Client Support Consultant to join the European Business Support Team. You will manage diaries, travel, bookings, and client communications with a focus on accuracy and professional standards.

You will coordinate with Legal, Compliance, Finance, IT, and Facilities, maintain Dynamics CRM records, and support recruitment and events. Fluency in English and Spanish is required; strong organization is essential.

Formación

• Proven experience in administrative or business support roles within a professional services environment.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent communication skills and a client-focused mindset.
• Proficiency in Microsoft 365 tools (Outlook, Teams, Excel, Word) and familiarity with Dynamics CRM.

Responsabilidades

• Manage diaries, travel arrangements, and expense submissions for allocated consultants (L43+).
• Book meeting rooms and restaurants for client meetings; support renewals of laptops, mobile phones, office cards.
• Schedule client meetings and workshops, ensuring timely communication and professional standards.
• Handle internal and external queries promptly and accurately.
• Monitor and triage shared mailboxes for the European Business Support Team.
• Ensure timely completion of requests and adherence to agreed service levels.
• Understand the basics of contracts and coordinate with support functions (Legal, Compliance, Finance, IT, Facilities) to manage client contracting.
• Open tickets in Service Central and manage support tools.
• Coordinate with consultants for any required business information.
• Register and maintain clients’ apps and platforms so W&R is qualified/recorded as provider (upload documentation, update passwords, check messaging).
• Verify correct legal entity for billing before opening project codes.
• Follow up with clients to obtain signed proposals; upload signed proposals in TCT.
• Maintain a list of codes opened during the year with TCT links accessible to all consultants.
• Prepare quarterly lists of codes with TCT links.
• Perform random reviews of codes over €30k, identify gaps, and coordinate action plans with project managers.
• Review uncollected invoices and follow up with clients (or coordinate with Manila if transitioned).
• Coordinate with clients and customer service when invoice changes are requested to speed up collections.
• Record “wons” in Dynamics when proposals are signed.
• Support client events: download/review databases, send invitations, track attendance, book rooms, organize catering.
• Update client contacts in Dynamics.
• Support cross-line-of-business (XLoB) activity within HWC (e.g., cross databases with H&B/RET for remuneration surveys).
• Follow up with consultants to keep the talent pool live.
• Coordinate with HR for recruitment processes.
• Manage hiring process: open tickets, provide information to HR, follow up Manila for credentials and laptop requests.
• Support mid-year and final assessments: schedule meetings.
• Open tickets to change people managers.

Conocimientos

Organizational skills

Communication

Client focus

Time management

Herramientas

Microsoft 365

Dynamics CRM

Descripción del empleo

Key Responsibilities

Consultant & Client Support

• Manage diaries, travel arrangements, and expense submissions for allocated consultants (L43+).
• Book meeting rooms and restaurants for client meetings; support renewals of laptops, mobile phones, office cards.
• Schedule client meetings and workshops, ensuring timely communication and professional standards.
• Handle internal and external queries promptly and accurately.

Mailbox Operations

• Monitor and triage shared mailboxes for the European Business Support Team.
• Ensure timely completion of requests and adherence to agreed service levels.

Contracting Support

• Understand the basics of contracts and coordinate with support functions (Legal, Compliance, Finance, IT, Facilities) to manage client contracting.
• Open tickets in Service Central and manage support tools.
• Coordinate with consultants for any required business information.
• Register and maintain clients’ apps and platforms so W&R is qualified/recorded as provider (upload documentation, update passwords, check messaging).

Project Codes, TCT & MavenLink

• Verify correct legal entity for billing before opening project codes.
• Follow up with clients to obtain signed proposals; upload signed proposals in TCT.
• Maintain a list of codes opened during the year with TCT links accessible to all consultants.
• Prepare quarterly lists of codes with TCT links.
• Perform random reviews of codes over €30k, identify gaps, and coordinate action plans with project managers.

Billing

• Review uncollected invoices and follow up with clients (or coordinate with Manila if transitioned).
• Coordinate with clients and customer service when invoice changes are requested to speed up collections.

Commercial Activity

• Record “wons” in Dynamics when proposals are signed.
• Support client events: download/review databases, send invitations, track attendance, book rooms, organize catering.
• Update client contacts in Dynamics.
• Support cross-line-of-business (XLoB) activity within HWC (e.g., cross databases with H&B/RET for remuneration surveys).

Recruitment & People Management Support

• Follow up with consultants to keep the talent pool live.
• Coordinate with HR for recruitment processes.
• Manage hiring process: open tickets, provide information to HR, follow up Manila for credentials and laptop requests.
• Support mid-year and final assessments: schedule meetings.
• Open tickets to change people managers.

Qualifications

• Proven experience in administrative or business support roles within a professional services environment.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent communication skills and a client-focused mindset.
• Proficiency in Microsoft 365 tools (Outlook, Teams, Excel, Word) and familiarity with Dynamics CRM.
• High attention to detail and commitment to delivering quality outcomes.
• Excellent communication skills in English and Spanish

Additional Information

Team Structure: Part of the European Business Support Team aligned to W&R. Travel: Minimal; occasional support for in-person events may be required. Compliance: Adherence to WTW data privacy and security standards is mandatory.

We’re committed to equal employment opportunity and provide application, interview and workplace adjustments and accommodations to all applicants.