Executive Assistant with French - in Lisbon

Marsh People Solutions; Lisboa; Hybrid; EUR 32,000 - 42,000; Full time

Job summary

Mercer in Lisbon is seeking an Executive Assistant to provide high-level administrative support to 2-3 Partners as we build Oliver Wyman’s new hub in Lisbon.

This hybrid role requires office presence at least three days a week, managing calendars, travel, CRM data, and expense reports while maintaining confidentiality and delivering excellent service to clients and internal stakeholders.

Qualifications

• 2-3 years of experience as an Executive Assistant.
• Excellent verbal and written communication skills in English and French.
• Strong confidentiality, organization, and multitasking abilities.
• Ability to build rapport across multicultural teams and with clients.

Responsibilities

• Manage complex meeting schedules for 2–3 Partners.
• Coordinate travel, accommodation, and ground transport.
• Prepare letters, proposals and documents.
• Prepare monthly timesheets and expense reports.
• Greet clients and set up meeting rooms and catering.
• Maintain Partner files and CRM records, track sales activities.
• Support Marketing with mailings and client communications.
• Develop client relationships and coordinate follow-up meetings.

Tools

Dynamics CRM

Outlook

Excel

PowerPoint

Word

Job description

We are seeking an Executive Assistant to join our 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 Executive Assistant you will provide executive level administrative support to 2 - 3 Partners.

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:

Daily administration (60%)

• Maintain diaries for Partners, scheduling internal and external meetings, conference calls, video conferences, communicating 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 Partner and Principal.
• Assist with greeting clients, booking and setting up meeting rooms and organising catering.
• Assist in organization of Partner files and offices.
• Assist the Marketing Department with the coordination of customized mailings.
• Understand Partner’s key client and sales goals and support them by:
• Maintain list of contacts and business activities in address book and CRM database.
• Track and maintain 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 spot clients that haven't been called upon and/or who need follow- up; arrange meetings accordingly.
• Coordinate travel efficiently by grouping client meetings where possible ("you're in Paris 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").
• Develop excellent rapport with client assistants to further develop the client relationship.
• Execute requested follow-up calls for client mailings.
• Become familiar with the Practice themes and Oliver Wyman ‘products’ to develop confidence in setting up meetings with clients.

Team Support (10%)

• Provide coverage for EAs when out of the office to ensure seamless support to Partners
• Provide short-term coverage for Partners who may be in the midst of an EA assignment transition or who are new to the Firm.
• Provide training and support to new EAs.
• 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?

• 2-3 years of working experience as Executive assistant Experience in management consultancy, financial services, and/or a similar professional services industry is a plus
• 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 verbal and written communication skills and able to deal with people at all levels across a multicultural environment.
• Poise and judgment
• Ability to maintain and respect confidentiality
• Proactive team player who has experience of and has enjoyed working as part of a team. Willing to offer assistance when there is downtime.
• 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
• Self-starter, quick study, confidence and ability to work with little guidance
• Ability to take constructive feedback in stride and incorporate feedback quickly.
• Ability to manage a heavy work volume and meet deadlines in an extremely fast paced environment.
• Methodical, organized, excellent 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 Oliver Wyman.

Technical skills:

• Fluency in English and French.
• Good Word, PowerPoint and Excel skills.
• Working knowledge of Outlook, a plus.
• Knowledge of CRM systems (Microsoft Dynamics), a plus
• Touch typing speed of 50-60 wpm. A formal typing qualification would be useful, but not a necessity.

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.