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Executive Assistant

4 months ago

Amsterdam, United States Spencer Stuart Full time

KEY RELATIONSHIPS

Reports to Consultant (solid line)

Other key relationships

Other Consultants

Research Team (Associates, Analysts)

Other Executive Assistants

Assigned Mentor(s)

Administrative Staff (Finance, Facilities)

Corporate Office Staff

KEY RESPONSIBILITIES

* Manage and maintain consultants calendar and coordinate trip schedules, making all travel and associated arrangements, including assistance with hotel reservations, air travel, directions and any other related requirements.
* In accordance with the Firm's brand standards, prepare all production work associated with executing a search assignment from start to finish, including qualifications packages for potential new projects, proposal and confirmation letters, position specifications, target lists, progress reports, candidate presentations, reference reports, closeout letters, and candidate and client correspondence.
* Close out completed projects and organize all material associated with the project in accordance with audit requirements.
* Work closely with colleagues (consultants, research and other EAs) and partners on projects and help coordinate efforts and schedules, in an international working environment.
* Work closely with client organizations to schedule candidates for interviews with clients, including assistance with hotel reservations, air travel, directions and any other search-related requirements.
* Ensure that clients are properly billed in accordance with any special terms; monitor accounts receivables; review monthly client billing worksheets and consultant corporate credit card statements for charges to be allocated to relevant projects.
* Prepare monthly expense reports and ensure accuracy of the allocation of client-related expenses.
* Provide assistance with additional office responsibilities, including but not limited to reception/front desk/switchboard coverage, supporting multiple consultants, document proofreading and quality assurance, client meeting preparation, special office projects, social functions and any other tasks identified on an ad-hoc basis.

IDEAL EXPERIENCE

* Minimal HBO education.
* Expert User of Office Applications (Word, Excel, PowerPoint and Outlook).
* Experience coordinating complex logistics and projects with multiple stakeholders.
* 3+ years of project management or executive administrative assistant experience in a professional services environment is required.
* Excellent proofreading skills in Dutch and English needed for preparation of client- and candidate reports.
* Strong analytical, communication, organization and writing skills.
* Experience working with a database is considered a significant asset.
* Ability to multi task and adapt to constantly changing priorities due to the ever-changing and fast-moving environment in which we operate.
* Capable of processing large volumes of work, often under pressure, within structured systems and to tight deadlines.
* A team player with a 'can do' attitude to support colleagues and provide holiday cover for other EAs.

PERSONAL CHARACTERISTICS

* Good sense of humor.
* Solid judgement; the ability to make sound decisions and work autonomously in the absence of constant supervision.
* Very strong organization and prioritization abilities.
* Accessible and discrete, a natural confidant.
* Strong client orientation; inherent desire to deliver beyond the call of duty.
* Discretion and sensitivity in dealing with confidential communications and documentation.
* Endurance and the ability to stickhandle multiple conflicting priorities at once.
* Proactive; takes steps to prevent problems before they occur.

CRITICAL COMPETENCIES

As measured by year-end performance appraisal and ongoing client, consultant, and peer feedback.

Customer Mindset

Remembering that the EA is the face of the firm and often the person most seen or heard by the client. Behaving professionally, politely and positively when in discussion with the client.

Project Management

Proactively manage projects to ensure smooth and high-quality outcomes while working on multiple assignments with differing priorities and abbreviated timelines that involve team members with varying communication and execution styles.

Quality

Demonstrate ethical, sound professional practices and personal accountability. Display a curiosity and desire for knowledge and staying current with colleagues, the Firm and its systems.

BENEFITS AND WORKING HOURS

* Full time position. (40 hours per week)
* No 9:00 to 17:00 mentality. Working hours in consultation with your team.
* Location: Beethovenstraat 522, 1082 PR Amsterdam.
* Temporary contract.
* Salary: max EUR 4,000 - 4,500 month.
* Holiday allowance equal to 8% of the gross salary.
* In-house lunch if Covid permits.
* 26 days holiday per annum.
* EUR 42.50 contribution towards your personal health insurance.
* Life insurance for employees who work 30 or more hours per week for up to three times annual salary and a long-term disability insurance which will provide 75% of salary after 26 weeks of qualifying absence.
* Bonus Scheme - dependent upon the profitability of the Firm and individual performance in excess of expected high standards and team contribution.
* Pension contribution of 7.5 % of your annual income.