Executive assistant, leadership consulting
1 month ago
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
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