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Executive Assistant and Office Manager

Company:NERA
Description:
NERA Economic Consulting (www.nera.com) is a global firm of experts dedicated to applying economic, finance, and quantitative principles to complex business and legal challenges. For half a century, NERA's economists have been creating strategies, studies, reports, expert testimony, and policy recommendations for government authorities and the world's leading law firms and corporations. We bring academic rigor, objectivity, and real-world industry experience to bear on issues arising from competition, regulation, public policy, strategy, finance, and litigation. With its main office in New York City, NERA serves clients from over 25 offices across North America, Europe, and Asia Pacific
We have an immediate opening for an Executive Assistant and Office Manager in our Berlin office.
Job Description
The suitable candidate will actively support the Competition Economics practice across several offices including Berlin, Paris, Brussels and London. The candidate will be expected to work effectively with the existing support team.
Responsibilities will include:
General
Events: Support in the organisation and coordination of events and conferences across different geographies
Diary and communications management - organising and maintaining Outlook diaries and booking appointments, and associated logistics
Travel: arranging travel bookings, visas and accommodation using the MMC corporate travel agent and ensuring all arrangements comply with MMC policies. Compiling detailed itineraries and ensuring all aspects of trips abroad run smoothly
Expenses: compiling expense claims using the iExpense system and scanning receipts to Accounts Payable
Contacts: maintaining and updating contacts records
Communication: screening and handling phone calls and emails, including enquiries and requests, and taking accurate messages
Confidentiality: dealing with highly confidential matters on behalf of senior staff on a regular basis
Building relationships: Deal with internal and external staff, building relationships and understanding where knowledge is centred and how to access it
Document formatting and production: producing formatted documents, briefing papers, proposals, reports and presentations in NERA style and approved formats
Support: filing, archiving and general office administrative support to managers
Invoice processing across different European jurisdictions, in French, German and English
Meetings: setting up meetings, securing rooms, and coordinating with Technology Services on IT requirements, and dealing with associated logistics such as food orders and adding visitors to the building management system.
Planned Absences: Notifying reception of planned absences based on travel and vacation trackers
Newsletters: producing weekly newsletters based on email alerts ad circulating to relevant individuals
Project Support
Documentation: extensive high-level document formatting using NERA templates and production of draft briefing papers, proposals, reports and presentations, and summaries of meetings. Proof reading of final documents before sending to clients.
Proposals:
Assisting with information gathering for Bids, Proposals and coordination with other functions in an efficient manner
Coordination with Finance for company accounts
CV collation/editing
Claim-Check: becoming familiar with use of CC through training provided and supporting managers in setting up new projects, running off project diaries and ensuring billing rates are correct for invoicing.
Research: carrying out specific admin-related projects, checking data, providing background research and presenting findings.
Finance: preparing cover letters to accompany invoices and sending these out to clients by post or courier.
Office Management
Assigning primary and alternate administrative support allocations for the office, ensuring that all consulting teams have adequate support
Managing administrative staff
Finding resources for one-off complex administrative tasks that are often highly confidential and time sensitive
Approving overtime and vacation requests; securing backup coverage
Reviewing work for accuracy and conformance to policies and procedures
Coordinating office events and managing entertainment spend budgets
Overseeing day-to-day local facilities operations with an understanding of building services and technology
Requirements
Three years of experience providing administrative support in a legal or professional services environment with a global presence
Fluency in German and English is required, and French language skills would be an advantage. Written fluency in at least two of these three languages is required. Spanish and/or Italian language skills would be an advantage.
Strong Microsoft Office skills including Word, Excel, PowerPoint and Outlook
Excellent communication and proofreading skills; strong attention to detail
Project management experience
Outstanding client interaction and interpersonal skills
Good judgement, ability to work out problems independently and discreetly and resolve conflicts
Ability to maintain composure in stressful situations
Ability to anticipate needs of team members by prioritising responsibilities and managing schedule changes
Self-starter with a high-energy team mentality who enjoys a challenging and professional work environment
Bachelor's degree
Marsh & McLennan Companies and its Affiliates are EOE Minority/Female/Disability/Vet/Sexual Orientation/Gender Identity employers.


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