Personal Executive Assistant (Spanish & English Speaker) in Newcastle upon Tyne

At Oliver Wyman, a Marsh (NYSE: MRSH) business, we bring deep industry insight, bold innovation, and a collaborative approach that cuts through complexity to help organizations navigate their most defining transformative moments.

Reporting to the UK EA Manager, the successful Executive Assistant will provide high‑calibre administrative support to up to three Partners. The position is a hybrid role with a minimum of 60% based in our Newcastle office with the other 40% working from home.

Daily administration (50%)

• Provide proactive and strategic diary management: schedule and coordinate internal and external meetings, including multi‑time‑zone video conferences (Teams, Zoom), and propose creative solutions to conflicts while protecting focus time.
• Manage and prioritise your own inbox and workload: triage high volumes of incoming correspondence, apply consistent prioritisation and colour coding, escalate to Partners when necessary, and ensure timely action or response where appropriate.
• Arrange sometimes complex domestic and international travel: plan and book flights using our travel agency, hotels and visas; maintain accurate timesheets and project documentation in our inhouse database, Certinia; prepare timely expense reports and support travel and expense approvals in line with firm policy.
• Support contract workflows, tracking and compliance requirements: gather and upload required documentation, follow contract processes and liaise with Legal/Commercial teams as needed.
• Liaise proactively with cross‑functional partners (Finance, IT, HR/HC, DTP, Facilities) to resolve operational issues and deliver seamless service.
• Use approved technology, including available AI tools, responsibly to streamline routine tasks while maintaining confidentiality and quality control.
• Support ad‑hoc events or office initiatives for assigned Partners as required.
• Act as a proactive business partner to support Partners’ client and business development priorities; understand client landscapes and help align administrative support to commercial objectives.
• Maintain and update CRM contact lists and business activity records; track pipeline and sales activity, ensuring next actions are recorded and followed up.
• Coordinate business development and client meeting logistics end‑to‑end: prepare meeting packs with the help of our inhouse document production team and help with meeting set‑up if required (rooms, passes, catering, tech), and ensure meetings proceed with minimal disruption.
• Build strong relationships with client assistants and internal stakeholders to facilitate access and smooth delivery of client interactions.
• Coordinate travel and meeting itineraries to optimise client engagement and efficiency, grouping meetings where appropriate to reduce travel time and cost.

Team Support (20%)

• Provide reliable short‑term cover for other EAs and Partners as required to ensure continuity of service.
• Support onboarding, mentoring and training of new EAs; contribute to the EA community by sharing best practice and participating in team initiatives and meetings.
• Help identify and implement process improvements to increase team efficiency and consistency; participate in projects to standardise workflows.
• Provide occasional Office Services support and collaborate across functions to maintain smooth day‑to‑day operations.
• Be approachable and constructive in feedback, setting a positive example in behaviour and service delivery.

Qualifications

• Minimum of three years’ experience in an administrative, EA or PA role supporting executives; experience in professional services (consulting, financial services) preferred.
• Proven experience supporting client‑facing activities and business development processes desirable.
• Demonstrable experience coordinating complex diaries, travel and large meetings or events.
• Familiarity with corporate systems such as CRM, Certinia (timesheet/project documentation), and expense/travel platforms desirable.
• Strong service orientation with a proactive, solution-focused approach; adheres to firm policies on data protection and information security.
• Receptive to feedback and committed to continuous development.
• Builds and leverages internal networks to resolve issues efficiently and influence stakeholders.
• Confident user of Microsoft Windows, Outlook, Teams, Zoom; working knowledge of Excel preferred.
• Supports compliance by maintaining accurate records, following contract, expense, and timesheet processes, and assisting governance and audit requirements.
• Continuously seeks efficiencies, shares best practices, and contributes to EA community development.

Our culture promotes continuous learning and development, providing opportunities for growth and advancement within the firm. We offer competitive compensation, comprehensive benefits, and a flexible work environment that supports work-life balance. Join us in making a difference for our clients and communities while advancing your career in a supportive and innovative setting. We celebrate diversity and are committed to creating an inclusive environment for all employees.