Willis Towers Watson

Executive Assistant

Posted on Dec 1 213 views Portland, ME

The Executive Administrative Assistant provides administrative services to the Investment Risk and Reinsurance Group. In this position you will be responsible for providing administrative assistance to 5-7 assigned executives and to support executive efficiencies, office organization and to assist them in delivering the highest quality deliverables to Willis Towers Watson clients, including calendar management, scheduling meetings, travel arrangements, expense reporting, sales pipeline and account planning records, presentation and proposal support, contracting, billing, correspondence, filing, document and records management, print production, meetings and conference room set up. May handle special projects of an administrative nature.

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

The Role

This position requires a passion for client/customer satisfaction as well as the desire to continually tackle new challenges. This position often requires the handling of sensitive information with professionalism and integrity. As part of our dynamic environment and team you will feel a strong sense of accomplishment as you develop your technical, interpersonal and administrative skills as well as see your efforts contribute to meeting the needs of our clients. Our supportive, team-oriented, and inclusive approach will motivate you to do your best while also helping others.

  • Challenging and varied work that fosters continuous development of technical and administrative skills
  • Develop a strong understanding of all lines of business
  • Work directly with our Client Relationship Directors and others on a variety of client deliverables
  • Provide advanced level support in the full Microsoft Suite, specifically Outlook, Word, PowerPoint and Excel
  • Support the development of client documents including presentations in PowerPoint and Word, billing documentation in Excel and other written documentation/communication
  • Ensure quality control/proofreading/editing
  • Manage complex calendaring and meeting schedules, including Skype and WebEx support
  • Coordinate complex scheduling and travel arrangements; expense reporting
  • Participate in team meetings and proactively support the capturing and completion of next steps and action items
  • Support administrative needs of leaders in partnership with other administrative staff
  • Oversee client project administration (including project set-up and contract administration, file maintenance, etc.)
  • Deliver on projects to meet or exceed client expectations
  • Increase efficiency by identifying ways to improve processes
  • Serve our clients in a professional and collaborative manner
  • Build strong relationships internally and collaborate effectively on cross-functional teams
  • Demonstrate natural ease and effectiveness when dealing with clients/colleagues at all levels
  • Work in a supportive, team-oriented, and inclusive environment
  • Support the collaborative team environment by partnering with other administrative staff through workflow, partnership and teamwork to support all team needs
  • Prepare client invoices and generate client/project financial reports in a timely fashion as needed
  • Research billing and expense discrepancies

The Requirements

  • 5+ years’ experience providing administrative support
  • Outstanding technical skill in MS Office (Outlook, Word, PowerPoint, and Excel
  • Demonstrated expertise with PowerPoint charts and graphs
  • Ability to produce consistently high-quality results under tight deadlines
  • Excellent organizational skills, accuracy, and attention to detail
  • Excellent verbal and written communication skills
  • Solid project management skills
  • Ability to work well with colleagues at all levels
  • Ability to interface with clients effectively
  • Strong sense of professionalism and maturity
  • Resourceful, proactive self-starter with the ability to think ahead
  • Ability to multi-task and work independently, as well as part of a team
  • Creative problem solver

Equal Opportunity Employer/Vet/Disability