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Administrative Support Specialist

2 months ago

Houston Texas, United States Egon Zehnder Full time

About Us

Egon Zehnder stands as a leading executive search and leadership advisory firm, dedicated to guiding leaders through intricate challenges with insightful solutions.

Our mission is to delve into the core of leadership dilemmas, providing candid feedback and perspectives that empower leaders to discover their authentic selves and purpose.

We are firm believers in the transformative power of leadership, capable of changing individuals, organizations, and the world.


The Opportunity

The Administrative Support Specialist plays a crucial role in assisting one or more consultants by delivering continuous support throughout client engagements and overseeing various administrative responsibilities.

This position demands an individual adept at planning, executing, and finalizing projects within strict timelines, including resource acquisition and coordination of team members and clients to ensure project delivery aligns with expectations.

The Administrative Support Specialist must proactively manage project scope changes, identify potential issues, and formulate contingency plans regularly.


Key Responsibilities

Administrative Duties

  • Coordinate all scheduling activities, including candidate and client meetings, business development discussions, and internal gatherings.
  • Manage intricate calendars and prioritize engagements as necessary.
  • Organize and oversee detailed travel arrangements, itineraries, and agendas for both consultants and candidates.
  • Process expense reimbursements for consultants and candidates efficiently.
  • Draft, prepare, and edit confidential communications.
  • Provide additional administrative support, including handling phone calls, welcoming visitors, event planning, and other ad-hoc projects as required.
  • Maintain an accurate and up-to-date global database, encompassing all client/internal documents, client/candidate information, notes, emails, and appointments.
  • Assist with office/reception responsibilities to ensure smooth operations and provide support to other Administrative Support Specialists as needed.

Search Coordination
  • Act as a liaison between clients and candidates, supporting consultants in managing daily search activities and logistics.
  • Communicate directly on behalf of the consultant regarding client, candidate, and internal matters, facilitating seamless communication.
  • Proactively assist with various client needs during a consultant's absence.
  • Collaborate effectively with consultants and research teams to meet deadlines and address client and candidate requirements.
  • Deliver high-quality client and candidate outputs, ensuring timely completion.
  • Prioritize conflicting demands and manage time-sensitive projects to successful outcomes.
  • Support the accounting department with billing, invoicing, and receivables.
  • Foster positive relationships with high-level executive candidates involved in confidential projects.

Business Development
  • Collaborate with the Consultant to develop and implement business development strategies.
  • Work with consultants and research teams to produce high-quality marketing materials and presentations, ensuring finalization for pitches and events.

Requirements
  • Bachelor's degree preferred.
  • A minimum of 5 years of experience in an administrative role, ideally within a professional services environment.
  • Highly organized multi-tasker, capable of managing multiple projects with strict deadlines.
  • Resourceful problem solver, comfortable navigating ambiguous situations and working under pressure.
  • Self-motivated individual with a strong work ethic and the ability to think on their feet.
  • Exceptional communication skills, both written and verbal, with the ability to engage professionally with executive stakeholders.
  • Collaborative team player, committed to fostering an inclusive company culture.

Benefits

What It's Like to Work Here

Our organization thrives on collaboration and high performance, underpinned by a culture of respect and care.

We are dedicated to diversity and inclusion, with various Employee Resource Groups and initiatives aimed at fostering a welcoming environment.

Our values guide our actions and shape our culture, emphasizing unity, client focus, generosity, ownership, and embracing differences.

Work Model

We operate under a hybrid work model, balancing in-office and remote work.

Comprehensive Benefits

We offer a competitive benefits package, including a 401k plan, health insurance, paid parental leave, and generous time off policies.