Administrative Assistant

Administrative Assistant

Heidrick & Struggles' Administrative Center of Excellence (COE) in Tampa, FL allows the firm to reach new levels of efficiency and effectiveness through the consolidation of support functions, leveraging staff with greater flexibility and fluidity to provide more comprehensive coverage and focusing on continuous process improvement.

As a key member of the COE, the Administrative Assistant (AA) will provide administrative support for multiple projects and business administration support to team(s) in all aspects of Executive Search and/or Heidrick Consulting. The Administrative Assistant supports Search and Consulting processes with high attention to detail, curiosity, proactiveness, along with strong operational, communication and software skills. This role is critical to the success of the firm in supporting high touch delivery in serving our clients and building strong leadership teams.

Specific Responsibilities Include:

• Review and approve expense reports in Concur in adherence with the corporate expense management policy and advise employees on proper procedures and required documentation as needed.
• In line with the COE model, provide administrative support for engagements and consulting projects by assisting with daily tasks including data entry, document creation, calendar management and degree verification.
• Collaborate daily with the team and internal stakeholders to drive the delivery of high-quality deliverables, efficiently and on time.
• Support teams with account management by preparing and submitting candidate expenses and reviewing client invoices as needed.
• Support the management of the full lifecycle process of engagements in Latitude, our CRM. Organize documentation following firm policy and documentation guidelines as it relates to client proposals, engagement letters, position specifications, contracts, candidate reports, degree verifications, reference reports, offer letters, etc.
• Assist with formatting, editing, proofreading and preparing deliverables as needed.
• Build strong relationships and good rapport with candidates, clients and internal team members.
• Maintain the accuracy, quality and integrity of all data in Heidrick's proprietary database.
• Conserve client, candidate and companywide confidentiality.
• Provide back-up assistance to COE Project Administrators and Administrative Assistants as needed.
• Continuously develop job-related skills by attending Heidrick's Learning & Development programs, internal Heidrick Consulting and Executive Search specific training and keeping current with job/industry-related reading.

Qualifications & Experience

• High school education required; college degree desired.
• 0-3 years of administrative or shared services experience in roles requiring strong attention to detail and the ability to manage multiple responsibilities.
• A polished professional demeanor exuding executive presence.
• Demonstrated business acumen and financial aptitude.
• Exceptional analytical thinking and problem-solving skills.
• Excellent communication skillsverbal, written and listening.
• Demonstrated ability to collaborate with all levels of an organization, receive and provide complex and sensitive information.
• Proficient knowledge of all Microsoft Office products.
• Experience with Concur and/or expense reimbursements and expense management policies a plus.
• Experience with proprietary database environments, a plus.
• 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.
• Creative Thinking: Sets a personal example of seeking out new approaches and establish efficiencies.
• Open to new ideas and approaches. Flexible.
• Generates new ideas.
• Thinks ahead on behalf of the team.
• 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: Sets priorities and reviews progress against goals regularly.
• Ability to switch gears and multitask efficiently and effectively.
• 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.
• Organizational buy-in: Generates enthusiasm for Company strategies and key initiatives.
• Energizes others with whom he/she is in regular contact.

Personal Characteristics

• Consistently motivated to achieve optimal results through business ethics (honesty, integrity, confidentiality, discretion) in all situations.
• Demonstrates high level of initiative, strong communication skills and thoroughness.
• Maintains composure in fast-paced, rapidly changing environment.

Additional Requirements

• Available to work Monday through Friday during regular business hours.
• Flexible to be available as needed to respond to business needs outside of regular business hours.
• Located within daily commuting distance to the Tampa office. This role benefits from our Flexible Workspace Policy, but is not eligible to be permanently remote.

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.