Executive Assistant (Night shift)

About Willis Towers Watson

Willis Towers Watson (NASDAQ: WLTW) is a leading global advisory broking and solutions company that helps clients around the world turn risk into a path for growth. With roots dating to 1828 Willis Towers Watson has 45000 employees serving more than 140 countries and markets.
We design and deliver solutions that manage risk optimize benefits cultivate talent and expand the power of capital to protect and strengthen institutions and individuals. Our unique perspective allows us to see the critical intersections between talent assets and ideas the dynamic formula that drives business performance.
Together we unlock potential.

About the Team

The team primarily supports several local teams and onshore stakeholders. The team is part of administrative professionals who are expected to have focused stakeholder assignments and with the opportunity to collaborate with each other for cross business projects and large events.

About the Role

We are looking for a detail-oriented and proactive Administrative Assistantto support a team of North America Leadersby managing Travel & Expense processingand handling other administrative tasks. The ideal candidate should have strong communication skills experience working in Night shifts and the ability to coordinate across different time zones. Amotivatedself-starterwithstronginterpersonalskills.

Principal Roles and Responsibilities

Travel & Expense Management:

• Process travel bookingsincluding flights hotels car rentals/taxis and travel related documents such as visas/passports etc.
• Assist with preparation and submission of expense reports in the Oracle Expense Management System ensuring required information and supporting documents are in place before routing for approval.
• Maintain tracking of submitted expense reports and flag pending items as appropriate for followup.
• Support invoice and timesheet related activities by coordinating information and documentation as directed by the Stakeholders.

Administrative Support:

• Assist Leaders with basic administrative tasks including scheduling document management and other coordination.

Stakeholder Coordination:

• Coordinate with Leaders and team members across North America and other global locations for information sharing and task execution under guidance
• Handle routine requests professionally and efficiently escalating queries or issues as required.

Travel & Expense (T&E) Management:

• Process travel bookingsincluding flights hotels car rentals/taxis and travel related documents such as visas/passports etc.
• Assist with preparation and submission of expense reports in the Oracle Expense Management System ensuring required information and supporting documents are in place before routing for approval.
• Maintain tracking of submitted expense reports and flag pending items as appropriate for followup.
• Support invoice and timesheet related activities by coordinating information and documentation as directed by the Stakeholders.

Administrative Support:

• Assist Leaders with basic administrative tasks including scheduling document management and other coordination.
• Coordinate with Leaders and team members across North America and other global locations forinformation sharing and task execution under guidance.
• Handle routine requests professionally and efficiently escalating queries or issues as required.

Stakeholder Coordination:

• Coordinate with Leaders and team members across North America and other global locations forinformation sharing and task execution under guidance.
• Handle routine requests professionally and efficiently escalating queries or issues as required.

Top Competencies

• Attention to Detail
• Prioritization and Time management
• Task Execution & Follow-through
• Resourcefulness Innovation and Proactivity
• Adaptability
• Emotional Intelligence
• Process Adherence and compliance
• Responsive and Service Orientation
• Stakeholder Co-ordination

Required Skills and Experience

Skills & Knowledge:

• Strong organizational skills and ability to handle multiple tasks.
• Expertise in Travel & Expense management.
• Excellent verbal & written communication skills.
• Mandatory: Prior experience of working in a United States (night) shift.
• Mandatory: Experience supporting North America/United States Leadership.
• Mandatory: Experience of working in Hybrid environment with offering remote support to the executive
• Managing stakeholders across time zones.
• Proficiency in Microsoft Office (Excel Word Outlook).
• Strong attention to detail and ability to work independently.
• Task Execution & Follow-through

Experience:

• 38 years of experience in an administrative or travel/expense management role
• Experience supporting North America Leadership
• Proven experience handling geographically diverse stakeholders

Reporting structure:

• The role will have a local reporting line to the Executive Assistant in Mumbai. However there will be a matrix reporting structure with the onshore leaders whom the individual will support and assist. Performance reviews and evaluations will be managed and conducted by the onshore leader(s) while the local manager will handle administrative responsibilities

ravel & Expense (T&E) Management:

• Process travel bookingsincluding flights hotels car rentals/taxis and travel related documents such as visas/passports etc.
• Assist with preparation and submission of expense reports in the Oracle Expense Management System ensuring required information and supporting documents are in place before routing for approval.
• Maintain tracking of submitted expense reports and flag pending items as appropriate for followup.
• Support invoice and timesheet related activities by coordinating information and documentation as directed by the Stakeholders.

Administrative Support:

• Assist Leaders with basic administrative tasks including scheduling document management and other coordination.

Stakeholder Coordination:

• Coordinate with Leaders and team members across North America and other global locations for information sharing and task execution under guidance.

• Handle routine requests professionally and efficiently escalating queries or issues as required.

• Travel & Expense (T&E) Management:

• Process travel bookingsincluding flights hotels car rentals/taxis and travel related documents such as visas/passports etc.
• Assist with preparation and submission of expense reports in the Oracle Expense Management System ensuring required information and supporting documents are in place before routing for approval.
• Maintain tracking of submitted expense reports and flag pending items as appropriate for followup.
• Support invoice and timesheet related activities by coordinating information and documentation as directed by the Stakeholders.

• Administrative Support:

• Assist Leaders with basic administrative tasks including scheduling document management and other coordination.

• Stakeholder Coordination:

• Coordinate with Leaders and team members across North America and other global locations for information sharing and task execution under guidance.

• Handle routine requests professionally and efficiently escalating queries or issues as required

Graduation in any stream.

The Application Process

• Stage 1: Online application and recruiter review
• Stage 2: Pre-recorded video interview
• Stage 3: Live video or in person interview with hiring manager and team
• Stage 4: Offer and onboarding

Were committed to equal employment opportunity and provide application interview and workplace adjustments and accommodations to all applicants. If you foresee any barriers from the application process through to joining WTW please email.