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:Responsible for the administration of the search process for all team search assignmentsFormatting, editing, proofreading, preparing and transmitting client deliverablesMaintaining consultant calendarPreparing travel itineraries for the consultant, client or candidate in any part of the search processSupporting search team with account management and client relationship, including consultant expenses, client invoices/receivables and other financial reportsCreating and maintaining an efficient file management and follow-up system for all search processesMaintaining client and candidate communications through scheduling and prioritizing telephone and email communicationVerifying degrees of candidatesConsistently building strong relationships and good rapport with candidates and clientsMaintaining the accuracy, quality and integrity of all search information in the Heidrick & Struggles databaseMaintaining and developing job-related skills by attending Company learning programs and keeping up-to-date with job/industry-related readingMaintaining client, candidate and companywide confidentialityContributing to the team and office by providing reception relief and back-up assistance to other EAsMay assist with database research and coding of records in collaboration with Associate or Research Associate practice resourcesQualifications:High school education required; college degree desiredAt least five years of administrative experience in roles requiring strong project coordinationDemonstrate a business acumen and financial awarenessProficient knowledge of all Microsoft Office products. Minimum keyboarding skills of 60wpm. Experience with proprietary database environments, a plusExcellent communication skills—verbal, written and listeningExperience dealing with people at all levels of an organization, getting and giving often complex and sensitive information in both verbal and written communicationsProfessional services experience, a plusBehavioral Competencies:External and internal awareness:Maintains personal contacts across the internal organization and appropriately shares information.Addresses business process issues proactively with other areas, as necessaryAnalytical Thinking:Develops frameworks to assure that "pros" and "cons" are evaluated, key issues are identified and detailed analysis is synthesizedCreative Thinking:Sets a personal example of seeking out new and better ways of doing thingsStays open to new ideas and approachesGenerates new ideasClient orientation:Constantly hones understanding and responsiveness to internal and external client requirements, goals and issuesSelf-confidence and determinationManages most situations in a calm, steady, "can-do" mannerDemonstrates self-confidence; resilientDemonstrates a focus on results over time; resourceful, tenaciousRelationship building:Takes the time to maintain relationships and create new onesDriving results:Manages projects, activities and resources according to search and team strategy effectivelySets priorities and reviews progress against goals regularlyMultitasks effectively and efficientlyBest practice perspective:Seeks to adopt best practices to increase effectiveness and organization competitivenessEager to participate in the coaching and mentoring of new employees through formal and informal learning programs and relationshipsPossesses strong personal commitment to quality standards and meeting quality expectationsGives constructive feedback and recommends suggestions for improvement, where appropriateOrganizational buy-in:Generates enthusiasm for Company strategies and key initiativesEnergizes others with whom he/she is in regular contactPersonal Characteristics:Available to work Monday through Friday during normal office hoursDemonstrates strong business ethics (honesty, integrity, confidentiality, discretion) in all situationsStrong team playerMaintains composure in fast-paced, rapidly changing environmentDisplays appropriate sense of humor in the workplaceFlexible to work overtime, when neededHeidrick & 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.
