Project Administrator

As a key member of the COE, the Project Administrator (PA) is the leader of multiple projects and business administration support to team(s) in all aspects of Executive Search and/or Heidrick Consulting. The Project Administrator drives 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 executing high touch delivery in serving our clients and building strong leadership teams.
* In line with the Center of Excellence model, lead administration for assigned client and/or consultant engagements, beginning with business development support and executing throughout the life of engagements and assigned work.
* Orchestrate smooth-running engagement operations while juggling multiple, critical responsibilities including, managing a high volume of calendar management for candidates, clients, and Consultant(s); maintaining composure under pressure; safeguarding confidential information; and organizing critical documentation with utmost accuracy.
* Collaborate daily with the COE team and internal stakeholders to drive the delivery of high-quality client deliverables, efficiently and ontime.
* Partner with our travel vendor to prepare itineraries for Consultants, clients, and candidates simultaneously while managing other daily responsibilities.
* Support teams with account management and client relationships, including Consultant and candidate expenses, client invoices/receivables and other financial reports as needed.
* Support data entry, progressing client opportunities through business development stages; capture key business development activities and maintain client contacts in Heidrick’s CRM.
* Prepare and manage Consultant expenses in line with client requirements and Heidrick policy.
* Order and manage proprietary and non-proprietary diagnostic tools e.g. Hogan, Culture Signature, LAQ self, LAQ 360.
* Manage the full lifecycle process of engagments 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.
* Lead assigned client and candidate communications through scheduling and prioritizing telephone, video conferencing and email communication.
* Contribute to the financial health of engagements by ensuring payments are received, candidate and Consultant expenses are reimbursed/expensed timely, and the overall financial performance of client projects is reviewed.
* Verify degrees and conduct background checks of candidates.
* Format, edit, proofread, prepare and transmit client deliverables as requested.
* Build strong relationships and good rapport with candidates and clients.
* Maintain the accuracy, quality and integrity of all data in Heidrick’s proprietary database.
* Conserve client, candidate and company wide confidentiality.
* 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.
* Provide back-up assistance to other PAs as needed.
* High school education required; college degree desired.
* Two to five years of administrative experience in roles requiring strong project coordination.
* A polished, professional demeanor, exuding executive presence.
* Demonstrate a business acumen and financial aptitude.
* Exceptional analytical thinking and problem-solving skills.
* Excellent communication skills—verbal, written and listening.
* The 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 proprietary database environments, a plus.
* Professional services experience, a plus.
* 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.
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