Administrative Assistant

WTW; Chicago (IL); On-site; USD 80,000 - 105,000; Full time

Benefits offered by this job

Health benefits

Paid time off

401(k) plan

Job summary

Willis Towers Watson is seeking an Administrative Assistant to provide high-level support to the Head of Risk and Broking and two senior executives. The role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities across global stakeholders.

You will manage complex calendars, coordinate meetings and travel, draft and edit communications, and prepare reports and dashboards for leadership.

Qualifications

• 7–12 years of relevant Administrative Assistant experience supporting leaders in complex global roles.
• Experience in handling geographically diverse stakeholders.
• Exceptional organizational and time-management skills, with the ability to multitask and prioritize effectively.
• Strong communication and interpersonal skills, capable of interacting with stakeholders at all levels.
• High degree of discretion and confidentiality.
• Proficiency in office productivity tools and software.

Responsibilities

• Manage complex calendars, scheduling meetings, appointments, and travel arrangements for all three executives, ensuring optimal time management and alignment with strategic priorities.
• Screen and prioritize incoming communications, including phone calls, emails, and correspondence, responding when appropriate and ensuring timely follow-up on urgent matters.
• Coordinate logistics for internal and external meetings, conferences, and events, including preparation of agendas, materials, and follow-up actions.
• Prepare and maintain confidential files, records, and documents related to departmental operations, strategies, and initiatives.
• Act as the primary point of contact for internal and external stakeholders, facilitating effective communication on behalf of the executives.
• Draft, proofread, and edit correspondence, presentations, and reports, ensuring consistency with organizational standards and tone.
• Manage professional networking platforms, responding to inquiries and maintaining the executives' professional image.
• Assist in the coordination of key projects and initiatives across the Risk and Broking division and related departments.
• Track project timelines and deliverables, following up with accountable parties to ensure milestones are met.
• Support the preparation of reports, presentations, and dashboards for leadership meetings and decision-making processes.
• Organize high-level meetings and events, such as board presentations and executive leadership sessions.
• Prepare meeting agendas, distribute materials, and document follow-up actions to ensure accountability.
• Coordinate logistics for training sessions, workshops, and conferences pertinent to the executives' functions.
• Handle sensitive and confidential information with the utmost discretion, ensuring compliance with company policies and data protection regulations.
• Maintain trust and integrity in all interactions, safeguarding the privacy of the executives and the organization.
• Coordinate comprehensive travel arrangements, including booking flights, accommodations, and ground transportation.
• Manage travel and entertainment expenses, ensuring timely submission and adherence to company policies.
• Optimize daily and weekly schedules, balancing multiple priorities and accommodating last-minute changes or requests.
• Remind executives of key deadlines, events, and deliverables, aiding in effective task prioritization.

Skills

Organization Skills

Email, Calendar, Travel and Expense Mg

Event Planning & Management

Excellent Verbal & Written Communic

Tech savvy

MS Office Proficiency, including CoPil

Stakeholder Management

Job description

Description

Company Description
WTW is a leading global advisory, broking and solutions company that helps clients around the world turn risk into a path for growth. With roots dating to 1828, WTW has 40,000 employees serving more than 140 countries. We design and deliver solutions that manage risk, optimize benefits, cultivate talent, and expand the power of capital to protect and strengthen institutions and individuals. Our unique perspective allows us to see the critical intersections between talent, assets and ideas – the dynamic formula that drives business performance. Together, we unlock potential. Learn more at wtwco.com.

Summary:

Our Administrative Assistant will provide high-level administrative support to the Head of Risk and Broking and two additional senior executives. This role demands exceptional organizational skills, discretion, and the ability to manage multiple priorities seamlessly. Our Administrative Assistant will serve as a strategic partner, ensuring efficient operations and facilitating effective communication across departments and with external stakeholders.

Key Responsibilities:

Executive Support:

• Manage complex calendars, scheduling meetings, appointments, and travel arrangements for all three executives, ensuring optimal time management and alignment with strategic priorities.
• Screen and prioritize incoming communications, including phone calls, emails, and correspondence, responding when appropriate and ensuring timely follow-up on urgent matters.
• Coordinate logistics for internal and external meetings, conferences, and events, including preparation of agendas, materials, and follow-up actions.
• Prepare and maintain confidential files, records, and documents related to departmental operations, strategies, and initiatives.

Communication Liaison:

• Act as the primary point of contact for internal and external stakeholders, facilitating effective communication on behalf of the executives.
• Draft, proofread, and edit correspondence, presentations, and reports, ensuring consistency with organizational standards and tone.
• Manage professional networking platforms, responding to inquiries and maintaining the executives' professional image.

Project Coordination:

• Assist in the coordination of key projects and initiatives across the Risk and Broking division and related departments.
• Track project timelines and deliverables, following up with accountable parties to ensure milestones are met.
• Support the preparation of reports, presentations, and dashboards for leadership meetings and decision-making processes.

Meeting and Event Management:

• Organize high-level meetings and events, such as board presentations and executive leadership sessions.
• Prepare meeting agendas, distribute materials, and document follow-up actions to ensure accountability.
• Coordinate logistics for training sessions, workshops, and conferences pertinent to the executives' functions.

Confidentiality & Discretion:

• Handle sensitive and confidential information with the utmost discretion, ensuring compliance with company policies and data protection regulations.
• Maintain trust and integrity in all interactions, safeguarding the privacy of the executives and the organization.

Travel and Expense Management:

• Coordinate comprehensive travel arrangements, including booking flights, accommodations, and ground transportation.
• Manage travel and entertainment expenses, ensuring timely submission and adherence to company policies.

Time Management & Prioritization:

• Optimize daily and weekly schedules, balancing multiple priorities and accommodating last-minute changes or requests.
• Remind executives of key deadlines, events, and deliverables, aiding in effective task prioritization.

Qualifications

Experience:

• 7 – 12 years of relevant Administrative Assistant experience supporting leaders in complex global roles
• Experience in handling geographically diverse stakeholders.
• Exceptional organizational and time-management skills, with the ability to multitask and prioritize effectively.
• Strong communication and interpersonal skills, capable of interacting with stakeholders at all levels.
• High degree of discretion and confidentiality.
• Proficiency in office productivity tools and software.

Skills & Knowledge:

• Organization Skills
• Email, Calendar, Travel and Expense Management
• Event Planning & Management
• Excellent Verbal & Written Communication
• Tech savvy
• MS Office Proficiency, including CoPilot fundamentals
• Stakeholder Management

Compensation and Benefits
Base salary range and benefits information for this position are being included in accordance with requirements of various state/local pay transparency legislation. Please note that salaries may vary for different individuals in the same role based on several factors, including but not limited to location of the role, individual competencies, education/professional certifications, qualifications/experience, performance in the role and potential for revenue generation (Producer roles only).

Compensation
The base salary compensation range being offered for this role is $80,000 - $105,000 USD per year. This role is also eligible for an annual short-term incentive bonus.
Company Benefits
WTW provides a competitive benefit package which includes the following (eligibility requirements apply):

• Health and Welfare Benefits:Medical (including prescription coverage), Dental, Vision, Health Savings Account, Commuter Account, Health Care and Dependent Care Flexible Spending Accounts, Group Accident, Group Critical Illness, Life Insurance, AD&D, Group Legal, Identify Theft Protection, Wellbeing Program and Work/Life Resources (including Employee Assistance Program)
• Leave Benefits:Paid Holidays, Annual Paid Time Off (includes paid state/local paid leave where required), Short-Term Disability, Long-Term Disability, Other Leaves (e.g., Bereavement, FMLA, ADA, Jury Duty, Military Leave, and Parental and Adoption Leave),Paid Time Off
• Retirement Benefits:Contributory Pension Plan and Savings Plan (401k). All Level 38 and more senior roles may also be eligible for non-qualified Deferred Compensation and Deferred Savings Plans.

This position will remain posted for a minimum of three business days from the date posted or until a sufficient/appropriate candidate slate has been identified.

Note: Employment-based non-immigrant visa sponsorship and/or assistance is not offered for this specific job opportunity.

Pursuant to the San Francisco Fair Chance Ordinance and Los Angeles County Fair Chance Ordinance for Employers, we will consider for employment qualified applicants with arrest and conviction records.

At WTW, we trust you to know your work and the people, tools and environment you need to be successful. The majority of our colleagues work in a ”hybrid” style, with a mix of remote, in-person and in-office interactions dependent on the needs of the team, role and clients. Our flexibility is rooted in trust and “hybrid” is not a one‑size‑fits‑all solution.

We understand flexibility is key to supporting an inclusive and diverse workforce and so we encourage requests for all types of flexible working as well as location-based arrangements. Please speak to your recruiter to discuss more.

EOE, including disability/vets