Description
:
Responsibilities:
The Executive Assistant (EA) provides project and business administration support to the search team in all aspects of the search process including: document preparation and management, scheduling and planning of candidate and client interviews and meetings, accounts receivable and accounts payable, expense reporting, correspondence and file management. An integral part of an EA’s role is problem-solving within the search execution and administrative process.
Specific Responsibilities:
1. Responsible for the administration of the search process for all team search assignments
2. Formatting, editing, proofreading, preparing and transmitting client deliverables
3. Maintaining consultant calendar
4. Preparing travel itineraries for the consultant, client or candidate in any part of the search process
5. Supporting search team with account management and client relationship, including consultant expenses, client invoices/receivables and other financial reports
6. Creating and maintaining an efficient file management and follow-up system for all search processes
7. Maintaining client and candidate communications through scheduling and prioritizing telephone and email communication
8. Verifying degrees of candidates
9. Consistently building strong relationships and good rapport with candidates and clients
10. Maintaining the accuracy, quality and integrity of all search information in the Heidrick & Struggles database
11. Maintaining and developing job-related skills by attending Company learning programs and keeping up-to-date with job/industry-related reading
12. Maintaining client, candidate and companywide confidentiality
13. Contributing to the team and office by providing reception relief and back-up assistance to other EAs
14. May assist with database research and coding of records in collaboration with Associate or Research Associate practice resources
Qualifications:
15. High school education required; college degree desired
16. At least five years of administrative experience in roles requiring strong project coordination
17. Demonstrate a business acumen and financial awareness
18. Proficient knowledge of all Microsoft Office products. Minimum keyboarding skills of 60wpm. Experience with proprietary database environments, a plus
19. Excellent communication skills—verbal, written and listening
20. Experience dealing with people at all levels of an organization, getting and giving often complex and sensitive information in both verbal and written communications
21. Professional services experience, a plus
Behavioral Competencies:
External and internal awareness:
22. Maintains personal contacts across the internal organization and appropriately shares information.
23. Addresses business process issues proactively with other areas, as necessary
Analytical Thinking:
24. Develops frameworks to assure that “pros” and “cons” are evaluated, key issues are identified and detailed analysis is synthesized
Creative Thinking:
25. Sets a personal example of seeking out new and better ways of doing things
26. Stays open to new ideas and approaches
27. Generates new ideas
Client orientation:
28. Constantly hones understanding and responsiveness to internal and external client requirements, goals and issues
29. Self-confidence and determination
30. Manages most situations in a calm, steady, “can-do” manner
31. Demonstrates self-confidence; resilient
32. Demonstrates a focus on results over time; resourceful, tenacious
Relationship building:
33. Takes the time to maintain relationships and create new ones
Driving results:
34. Manages projects, activities and resources according to search and team strategy effectively
35. Sets priorities and reviews progress against goals regularly
36. Multitasks effectively and efficiently
Best practice perspective:
37. Seeks to adopt best practices to increase effectiveness and organization competitiveness
38. Eager to participate in the coaching and mentoring of new employees through formal and informal learning programs and relationships
39. Possesses strong personal commitment to quality standards and meeting quality expectations
40. Gives constructive feedback and recommends suggestions for improvement, where appropriate
Organizational buy-in:
41. Generates enthusiasm for Company strategies and key initiatives
42. Energizes others with whom he/she is in regular contact
Personal Characteristics:
43. Available to work Monday through Friday during normal office hours
44. Demonstrates strong business ethics (honesty, integrity, confidentiality, discretion) in all situations
45. Strong team player
46. Maintains composure in fast-paced, rapidly changing environment
47. Displays appropriate sense of humor in the workplace
48. Flexible to work overtime, when needed
Heidrick & Struggles is an equal opportunity employer committed to hiring qualified protected veterans and individuals with disabilities. All qualified applicants will be considered for employment without regard to race, color, religion, creed, age, sex, national origin, gender identity or expression, sexual orientation, disability, marital status, veteran or military status, or citizenship status.
Heidrick & Struggles is committed to providing reasonable accommodations and/or adjustments during our recruitment process. If you are selected for an interview and require an accommodation and/or adjustment, please inform your Talent Acquisition professional.