Administrative Assistant - Account Management/Client Development

Watson Wyatt is a global consulting firm focused on human capital and financial management. We specialize in four areas: employee benefits, human capital strategies, technology solutions and insurance and financial services.

We combine human capital and financial expertise to deliver business solutions that drive shareholder value.

Watson Wyatt has approximately 6,000 associates in 30 countries. Our presence is not just far reaching - it is also the deepest in the business.

We recognize the value of diversity in our workforce, and encourage all qualified candidates to apply. We thank all candidates who choose to apply, however, only those selected for a further interview will be contacted.
Job Posting ID: 2987

Position: Administrative Assistant - Account Management/Client Development

Physical Location: Chicago, IL

Employment Status: Regular Full-Time

Minimum Experience Required: 5 years

Minimum Education Required: High School Diploma

Qualifications
High school diploma or equivalent required; some college preferred
5+ years senior level administrative experience required
Proficiency in MS Word, Excel and PowerPoint required.
Excellent organizational and project management skills, including the ability to coordinate workflow and prioritize and complete multiple assignments
Ability to adapt to changing priorities and deadlines; flexibility to work overtime when necessary
Ability to use independent judgment and discretion, maintain confidentiality of sensitive information
Ability to produce high quality work in a deadline-driven environment with minimal direction
Display outstanding customer service orientation in performing all work
Develop and maintain effective work relationships with clients and associates at all levels
Demonstrate cooperation and flexibility as well as the ability to gain cooperation through discussion and persuasion.
Able to communicate in a clear and concise manner, both verbally and in writing
Able to utilize technology for maximum efficiency (PDA, cell phone, laptop, internet);
Ability to learn and understand the culture, organization and operations of Watson Wyatt
EEO/AA EMPLOYER, M/F/D/V
Position Overview
Provide high level of service to clients and prospects; answer phones and set up conference calls and meetings; maintain calendar; prioritize workflow to meet deadlines; make travel arrangements; coordinate copying, binding, faxing and mail services; and complete time and expense reports. This position also provides billing support to the Account Management/Client Development practice’s project managers and billing consultants.

ResponsibilitiesCLIENTS
Be aware of client expectations; provide help/support to clients
Meet and greet clients when they are in the office
Respond quickly and effectively to client needs/requests
Establish good working relationships with clients
Be proactive in responding to client activities

MEETING COORDINATION
Coordinate scheduling of meetings with all participants
Make all arrangements/ set up/clean up for meetings

TEAM CALENDAR
Keep current calendar/schedule for assigned team members
Know how and where to reach team members who are out of the office
Make appointments for consultants as needed/confirm appointments

WORKFLOW
Prioritize workflow to meet internal and external deadlines
Implement new ideas/ways to increase productivity and consistency in workflow

PROPOSALS/REPORTS/PRESENTATIONS/GENERAL CORRESPONDENCE
Quality check to ensure error free, spelling and grammar is correct and formatting meets Watson Wyatt specifications
Complete projects on or before deadline
Gather and verify information as required
Enter and update information into CIS for each team member as needed

TRAVEL ARRANGEMENTS
Make arrangements so consultant arrives in correct location with sufficient time to keep scheduled appointments
Verify accuracy of airline/hotel/car reservations/cancellations
Ensure all trips are billed to appropriate client accordingly

EXPENSE REPORTS/TIME SHEETS
Be sure to acquire all receipts from consultants and complete expense reports in a timely manner
Reconcile expenses with credit card statements to make sure all expensed items balance out and are submitted
Record all time to appropriate client or general account on a weekly or end-of-the-month basis

TELEPHONES
Direct phone calls from clients, prospects, and vendors to appropriate team member
Answer consultant’s phones when they are unavailable and provide assistance or take message
Be helpful and courteous to callers (internal/external) creating better client relationships
Set up conference calls with clients, co-workers, and prospects whether in Chicago or throughout the country
Coordinate external meetings/lunch reservations/etc. for team members with clients or vendors

COPYING/BINDING/FAXING/FILING/ETC.
Coordinate all copying, binding, faxing, and filing for all team projects; make sure this is accomplished by self or with help from the Production Center
If assistance from the Production Center is required, complete the Production Center Requisition Form accordingly and submit with the project
Keep appropriate parties informed of large upcoming projects
Ensure filing is current and maintained on a frequent basis
Insure appropriate project/billing code is included on each file to ensure that documents are filed properly

BILLING
Draft client invoices and engagement summaries, gather appropriate documentation and create billing packages
Maintain client project invoice records to meet internal audit guidelines
Conduct analysis of budget for assigned accounts and communicate status to project managers and billing consultants
Review billing detail reports for large and/or complex consulting assignments and create spreadsheets to track and analyze project details
Prepare reports pertaining to collections efforts. Assist with payment related research and inquiries
Research and resolve a variety of internal and external customer inquiries regarding account status. Initiate communications to external customers and internal associates to resolve discrepancies
Generate and distribute various scheduled and special reports. Participate in special projects relating to assigned accounts
Work with project managers and billing consultants to ensure compliance with Sarbanes Oxley billing procedures
Work with project managers and billing consultants to establish and maintain bill preparation schedules to ensure timely completion of bills
Other duties as assigned
REQUIREMENTS
Please see Job Description