Administrative Assistant

1 week ago


Tampa, United States Heidrick & Struggles Full time

The Role:

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.


Job Responsibilities:

  • Review and approve expense reports & advise employees on proper procedures & required documentation
  • Provide support for engagements and consulting projects by assisting with daily tasks including data entry, document creation, calendar management and degree verification.
  • 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 our CRM. Organize documentation following firm policy and documentation guidelines.
  • 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 Project Administrators and Administrative Assistants as needed.


Required Qualifications:

· Successful completion of High school or GED

· 0-5+ years of administration experience in roles that required project coordination

· Demonstrated professional business acumen and ethics (honesty, integrity, confidentiality, discretion) in the workplace

· Proficient working experience in all Microsoft Office products

· Demonstrated ability to communicate confidentially, professionally and with good judgment and discretion across all areas of the business as well as external clients and candidates, both written and verbally. This includes sharing complex and sensitive information.

· Proven ability to manage complex, concurrent projects, activities and resources, including setting priorities and establishing/reviewing progress against goals

· Available to work Monday – Friday during normal business hours, flexible to work overtime when needed

Preferred Qualifications:

· Experience working in a professional service organization

· 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



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