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.

Qualifications

- 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

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.

We’re committed to equal employment opportunity and provide application, interview and workplace adjustments and accommodations to all applicants.

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📌 Professional assistant w&r (Comunidad de Madrid)
🏢 Talantir
📍 Comunidad de Madrid