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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.
Job Responsibility:
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
Monitor and triage shared mailboxes for the European Business Support Team
Ensure timely completion of requests and adherence to agreed service levels
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)
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
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
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)
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
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