Description:
The Executive Assistant (EA) plays a vital role in the success of our Executive Search business. EAs provide project and business administration support to an Executive Search team(s) in all aspects of the search process including: document preparation and management, scheduling and planning of candidate and client interviews/meetings, accounts receivable and accounts payable, expense reporting, correspondence and file organization. An integral part of an EA’s role is problem-solving within the search execution and administrative process.
Reports To:
Partner, Real Estate
Specific Responsibilities:
- Responsible for the administration of the search process for all of the RPMP’s search engagements.
- Dealing with all candidate arrangements including scheduling calls, meetings and arranging travel.
- End to end Project Management.
- Consistently building strong relationships and good rapport internally and externally, especially with clients and candidates.
- Maintaining the accuracy, quality and integrity of all information in the Heidrick & Struggles’ database.
- Independently managing prioritisation and bring forward systems.
- Supporting the team with account management and client relationships, including consultant expenses, client invoices/receivables and other financial reports, in line with Company Policy.
- Maintaining client and candidate communications through scheduling and prioritising telephone and email communication.
- Formatting, editing, proofreading, preparing and transmitting client deliverables.
- Verifying University degrees of candidates.
- Scheduling the quarterly European Practice calls and preparing the presentation in conjunction with Finance, Marketing and guest speakers.
- Scheduling RPMP’s regular 1:1s with team members.
- Managing consultant’s complex calendar.
- Managing consultant’s inbox when she is travelling.
- Preparing travel arrangements for consultant.
- Planning and arranging business development meetings in the UK and Europe.
- Being the first point of contact for greeting clients and candidates in reception and escorting to meeting rooms.
- Maintaining and developing job-related skills by attending Company learning programs and keeping up-to-date with job/industry-related reading.
- Contributing to the team and office by having a willingness to help others when necessary, providing assistance to other EAs and Reception support as needed.
Required Qualifications and Experience
- Considerable administrative experience in roles requiring strong project management.
- Experience dealing with people at all levels of an organisation, receiving and giving often complex, confidential and sensitive information in both verbal and written communications.
- Business acumen and financial awareness.
- Proficient knowledge of all Microsoft Office products, especially PowerPoint and Word. Experience with proprietary database environments is a plus.
- Excellent communication skills – verbal, written and listening.
- Fast-paced and demanding blue chip environment experience and project management skills are a plus.
- A’ Level education or degree.
- Executive Search / Recruitment Environment experience
Preferred Qualifications:
- Hands-on experience working within a proprietary database environment
- Demonstrated experience and interest in building and maintaining positive relationships with internal stakeholders and external customers
- Proven ability to maintain composure in a exciting and at times, rapidly changing environment
- Real Estate experience