Administrative Assistant - International

Watson Wyatt is a global consulting firm focused on human capital and financial management. We specialize in three areas: employee benefits, human capital strategies and technology solutions. We combine human capital and financial expertise to deliver business solutions that drive shareholder value. Watson Wyatt has more than 6,000 associates in 32 countries around the world. 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: 4886

Position: Administrative Assistant - International

Physical Location: Chicago, IL

Employment Status: Regular Full-Time

Minimum Experience Required: 5 years

Minimum Education Required: High School Diploma

Qualifications
Consulting industry experience REQUIRED.
Requires a high level of proficiency in Microsoft Word, PowerPoint, and Excel.
12+ years previous experience in an administrative assistant role
Ability to balance and prioritize multiple projects and requests at one time.
Proactive, energetic, team player, with a flexible attitude and great people skills.
Availability to work overtime as needed.
Strong customer focus

EEO/AA EMPLOYER M/F/D/V
Position Overview
This position supports the International Practice including a Global Practice Director. Provide high level of service to consultants and clients and work as a team with other Practice Admin; perform report edits and production. copying, binding, faxing, and shipping; complete expense reports for consultants, maintain team calendar; prioritize work flow to meet deadlines; make travel arrangements; requisition office supplies for team; set up conference calls and meetings and answer phones.

ResponsibilitiesReport Edits and Production:
Edit and produce client deliverables and reports using MS Word, Excel, and PowerPoint.
Quality check to ensure error-free, spelling and grammar is correct, and format meets WW specifications.
Coordinate with resource center or outside vendors as needed.
Perform and coordinate all copying, binding, faxing, and filing for team projects.
Communicate with team about large upcoming jobs and manage workflow accordingly.
Perform overtime as needed when client deadlines necessitate.

Workflow:
Team effectively with other International Practice Administrative Assistant.
Team effectively with other non-Practice Administrative Assistants as necessary.
Prioritize workflow to meet internal and external deadlines.
Ensure all work is error free and meets Watson Wyatt's high professional standards.

Meeting Coordination:
Coordinate scheduling of meetings with all participants.
Ensure appropriate room space, configuration, equipment, catering, etc.
Perform setup and clean-up of meeting space.
Schedule conference calls and web casts with clients, co-workers, and prospects, whether in Chicago or around the world.
Attend bi-weekly and weekly Team meetings.

Travel Arrangements:
Make travel arrangements for consultants, ensuring that the consultant arrives with sufficient time to keep scheduled appointments.
Verify accuracy of airline tickets, hotel, and rental car arrangements.

Billing and Expense Reports:
Act as team billing expert.
Produce monthly billing reports and client invoices for all International Practice consultants.
Maintain detailed knowledge of internal client billing procedures and assist with consultants’ questions.
Research and follow-up on any billing related issues that arise.
Acquire receipts from consultants and complete their expense reports in a timely manner.
Maintain hard copy and electronic records of all client invoice packages, cross charges from non-U.S. offices, and expense reports.

Filing:
Submit completed client deliverables to filing department.
Manage team library, including shelving and tracking materials.

Clients:
Meet and greet clients when they are in the office.
Respond quickly and effectively to client needs/requests.
Be proactive in responding to client activities.

Telephones:
Be helpful and courteous to callers (internal and external) creating better client relationships.
Direct phone calls from clients, prospects, and vendors to appropriate persons.
Answer consultant's phones when they are unavailable and provide assistance or take message.

Team Calendar:
Keep current calendar/schedule for each team member.
Know how and where to reach team members who are out of office.
Make appointments for consultants as needed/confirm appointments.

Office Supplies:
Coordinate requisitions for office supplies for team to office administration.

Support:
Will directly support two high level associates and a team of 7 additional associates.
REQUIREMENTS
Please see Job Description