Administrative Assistant

About the company

WTW

Financial services · 10,001+ employees

What you'll do

• 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.

What you need

• 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.
• 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
• <strong>Health and Welfare Benefits:</strong>&nbsp;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&amp;D, Group Legal, Identify Theft Protection, Wellbeing Program and Work/Life Resources (including Employee Assistance Program)
• <strong>Leave Benefits:</strong>&nbsp;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),&nbsp;<a target="_blank" rel="noopener noreferrer" href="https://cdn-static.findly.com/wp-content/uploads/sites/1862/2023/01/31091722/Washington-State-Time-Off.pdf"><strong>Paid Time Off</strong></a>&nbsp;
• <strong>Retirement Benefits:</strong>&nbsp;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.<i>&nbsp;</i>

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