Executive Assistant

Heidrick & Struggles

Job 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 assignments
• Formatting, editing, proofreading, preparing and transmitting client deliverables
• Maintaining consultant calendar
• Preparing travel itineraries for the consultant, client or candidate in any part of the search process
• Supporting search team with account management and client relationship, including consultant expenses, client invoices/receivables and other financial reports
• Creating and maintaining an efficient file management and follow-up system for all search processes
• Maintaining client and candidate communications through scheduling and prioritizing telephone and email communication
• Verifying degrees of candidates
• Consistently building strong relationships and good rapport with candidates and clients
• Maintaining the accuracy, quality and integrity of all search information in the Heidrick & Struggles database
• Maintaining and developing job-related skills by attending Company learning programs and keeping up-to-date with job/industry-related reading
• Maintaining client, candidate and companywide confidentiality
• Contributing to the team and office by providing reception relief and back-up assistance to other EAs
• May assist with database research and coding of records in collaboration with Associate or Research Associate practice resources

Qualifications:

• High school education required; college degree desired
• At least five years of administrative experience in roles requiring strong project coordination
• Demonstrate a business acumen and financial awareness
• Proficient knowledge of all Microsoft Office products. Minimum keyboarding skills of 60wpm. Experience with proprietary database environments, a plus
• Excellent communication skills verbal, written and listening
• Experience dealing with people at all levels of an organization, getting and giving often complex and sensitive information in both verbal and written communications
• Professional services experience, a plus

Behavioral 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 necessary

Analytical Thinking:

• Develops frameworks to assure that pros and cons are evaluated, key issues are identified and detailed analysis is synthesized

Creative Thinking:

• Sets a personal example of seeking out new and better ways of doing things
• Stays open to new ideas and approaches
• Generates new ideas

Client orientation:

• Constantly hones understanding and responsiveness to internal and external client requirements, goals and issues
• Self-confidence and determination
• Manages most situations in a calm, steady, can-do manner
• Demonstrates self-confidence; resilient
• Demonstrates a focus on results over time; resourceful, tenacious

Relationship building:

• Takes the time to maintain relationships and create new ones

Driving results:

• Manages projects, activities and resources according to search and team strategy effectively
• Sets priorities and reviews progress against goals regularly
• Multitasks effectively and efficiently

Best practice perspective:

• Seeks to adopt best practices to increase effectiveness and organization competitiveness
• Eager to participate in the coaching and mentoring of new employees through formal and informal learning programs and relationships
• Possesses strong personal commitment to quality standards and meeting quality expectations
• Gives constructive feedback and recommends suggestions for improvement, where appropriate

Organizational buy-in:

• Generates enthusiasm for Company strategies and key initiatives
• Energizes others with whom he/she is in regular contact

Personal Characteristics:

• Available to work Monday through Friday during normal office hours
• Demonstrates strong business ethics (honesty, integrity, confidentiality, discretion) in all situations
• Strong team player
• Maintains composure in fast-paced, rapidly changing environment
• Displays appropriate sense of humor in the workplace