Administrative Assistant

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Additional Information

Heidrick & Struggles is the world's foremost advisor on executive leadership, driving superior client performance through premier human capital leadership advisory services. For more than 70 years, we've delivered value for our clients by leveraging unrivaled expertise to help organizations discover and enable outstanding leaders and teams. Learn more at www.heidrick.com Job Description: Heidrick & Struggles' Administrative Center of Excellence (COE) in Tampa, FL allows the firm to reach new levels of efficiency and effectiveness though 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 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. 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 The successful Administrative Assistant candidate will have: 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 skills-verbal, 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. E xperience 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

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