Professional Assistant W&R
Madrid, Community of Madrid, Spain
Professional Assistant W&R
- 202600593
- Madrid, Community of Madrid, Spain
Description
The Professional Assistant is part of the European Business Support Team and provides high-quality, proactive business support to consultants and senior leaders across W&R Europe with a specific focus on our team in Spain. This role ensures seamless coordination of client and internal activities, enabling consultants to focus on delivering exceptional client outcomes. Responsibilities include diary and travel management, expense processing, client scheduling, mailbox operations, contracting support, project code management, billing coordination, and administrative tasks aligned with WTW standards and compliance requirements.
Key Responsibilities:
Consultant & Client Support
Manage diaries, travel arrangements, and expense submissions for allocated consultants (L43+).
Book meeting rooms and restaurants for client meetings; support renewals of laptops, mobile phones, office cards.
Schedule client meetings and workshops, ensuring timely communication and professional standards.
Handle internal and external queries promptly and accurately.
Mailbox Operations
Monitor and triage shared mailboxes for the European Business Support Team.
Ensure timely completion of requests and adherence to agreed service levels.
Contracting Support
Understand the basics of contracts and coordinate with support functions (Legal, Compliance, Finance, IT, Facilities) to manage client contracting.
Open tickets in Service Central and manage support tools.
Coordinate with consultants for any required business information.
Register and maintain clients¡¯ apps and platforms so W&R is qualified/recorded as provider (upload documentation, update passwords, check messaging).
Project Codes, TCT & MavenLink
Verify correct legal entity for billing before opening project codes.
Follow up with clients to obtain signed proposals; upload signed proposals in TCT.
Maintain a list of codes opened during the year with TCT links accessible to all consultants.
Prepare quarterly lists of codes with TCT links.
Perform random reviews of codes over €30k, identify gaps, and coordinate action plans with project managers.
Billing
Review uncollected invoices and follow up with clients (or coordinate with Manila if transitioned).
Coordinate with clients and customer service when invoice changes are requested to speed up collections.
Commercial Activity
Record ¡°wons¡± in Dynamics when proposals are signed.
Support client events: download/review databases, send invitations, track attendance, book rooms, organize catering.
Update client contacts in Dynamics.
Support cross-line-of-business (XLoB) activity within HWC (e.g., cross databases with H&B/RET for remuneration surveys).
Recruitment & People Management Support
Follow up with consultants to keep the talent pool live.
Coordinate with HR for recruitment processes.
Manage hiring process: open tickets, provide information to HR, follow up Manila for credentials and laptop requests.
Support mid-year and final assessments: schedule meetings.
Open tickets to change people managers.
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Qualifications
Requirements:?
? ? ?Proven experience in administrative or business support roles within a professional services environment.
? ? ?Strong organizational skills with the ability to manage multiple priorities and deadlines.
? ? ?Excellent communication skills and a client-focused mindset.
? ? ?Proficiency in Microsoft 365 tools (Outlook, Teams, Excel, Word) and familiarity with Dynamics CRM.
? ? ?High attention to detail and commitment to delivering quality outcomes.
? ? ?Excellent communication skills in English and Spanish?
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Additional Information
?????Team Structure: Part of the European Business Support Team aligned to W&R.
?????Travel: Minimal; occasional support for in-person events may be required.
?????Compliance: Adherence to WTW data privacy and security standards is mandatory.
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We¡¯re 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 candidate.helpdesk@willistowerswatson.com
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