Executive Assistant

Responsibilities

• Provide project and business administration support to the search team in all aspects of the search process, including document preparation and management.
• Schedule and plan candidate and client interviews and meetings.
• Manage accounts receivable and accounts payable, expense reporting, correspondence and file management.
• Problem‑solve within the search execution and administrative process.
• Administer all search process activities for each team assignment.
• Format, edit, proofread, prepare and transmit client deliverables.
• Maintain the consultant’s calendar.
• Prepare travel itineraries for the consultant, client or candidate in any part of the search process.
• Support search team account management and client relationship, including consultant expenses, client invoices/receivables and other financial reports.
• Create and maintain an efficient file‑management and follow‑up system for all search processes.
• Maintain client and candidate communications through scheduling and prioritizing telephone and email communication.
• Verify degrees of candidates.
• Build strong relationships and rapport with candidates and clients consistently.
• Maintain the accuracy, quality and integrity of all search information in the Heidrick & Struggles database.
• Develop job‑related skills by attending company learning programs and keeping up‑to‑date with job/industry‑related reading.
• Maintain client, candidate and company‑wide confidentiality.
• Contribute to the team and office by providing reception relief and back‑up assistance to other EAs.
• Assist with database research and coding of records in collaboration with Associate or Research Associate practice resources.

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

• Maintain personal contacts across the internal organization and appropriately share information.
• Address business process issues proactively with related areas, as necessary.
• Develop frameworks to evaluate pros and cons, identify key issues, and synthesize detailed analysis.
• Seek new and better ways of doing things and maintain openness to ideas and approaches.
• Continuously hone understanding and responsiveness to internal and external client requirements, goals and issues.
• Manage most situations calmly, steadily and with a “can‑do” approach, demonstrating self‑confidence, resilience, determination and a focus on results.
• Build and maintain relationships and create new ones.
• Manage projects, activities and resources according to search and team strategy effectively, setting priorities and reviewing progress against goals regularly.
• Multitask effectively and efficiently.
• Adopt best practices to increase effectiveness and organizational competitiveness.
• Participate in coaching and mentoring of new employees through formal and informal learning programs and relationships.
• Possess strong personal commitment to quality standards and meeting quality expectations, giving constructive feedback and recommendations for improvement where appropriate.
• Generate enthusiasm for company strategies and key initiatives, energizing others with whom one is in regular contact.

• 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 environments.
• Displays an appropriate sense of humor in the workplace.
• 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.