Administrative Assistant

Heidrick & Struggles•Tampa, FL

1d•Hybrid

About The Position

Heidrick & Struggles’ Administrative Center of Excellence (COE) in Tampa, Florida consolidates support functions to improve efficiency, flexibility, coverage, and continuous process improvement. As a member of the COE, the Administrative Assistant provides administrative support for multiple projects and business administration support to teams across Executive Search and/or Heidrick Consulting. The role supports Search and Consulting processes and helps deliver high-quality service to clients and build strong leadership teams. It calls for strong attention to detail, curiosity, proactiveness, operational and communication skills, and software proficiency. The role includes expense report review and approval, engagement and project administration, account management support, lifecycle coordination in the firm’s Latitude CRM, document management, and preparation and review of deliverables. The Administrative Assistant maintains accurate database records, protects confidential information, builds relationships with candidates, clients, and colleagues, and provides coverage for other COE administrators. The position is based within commuting distance of the Tampa office and benefits from the company’s Flexible Workspace Policy, but cannot be permanently remote. The successful candidate is expected to demonstrate business acumen, financial aptitude, analytical and problem-solving ability, excellent communication, collaboration, initiative, flexibility, discretion, and a commitment to quality. The role requires availability Monday through Friday during regular business hours, with flexibility to respond to business needs outside those hours as needed.

Requirements

High school education required; a college degree is desired.
0–3 years of administrative or shared services experience in roles requiring strong attention to detail and the ability to manage multiple responsibilities.
Polished professional demeanor and executive presence.
Demonstrated business acumen and financial aptitude.
Exceptional analytical thinking and problem-solving skills.
Excellent verbal, written, and listening communication skills.
Ability to collaborate with all levels of an organization and to receive and provide complex and sensitive information.
Proficient knowledge of Microsoft Office products.
Strong initiative, thoroughness, composure in a fast-paced and changing environment, and commitment to honesty, integrity, confidentiality, and discretion.
Available Monday through Friday during regular business hours and flexible to respond to business needs outside regular hours as needed.
Located within daily commuting distance of the Tampa office.

Nice To Haves

College degree.
Experience with Concur, expense reimbursements, or expense management policies.
Experience with proprietary database environments.
Professional services experience.

Responsibilities

Review and approve Concur expense reports in accordance with corporate expense policy, and advise employees on procedures and required documentation.
Provide administrative support for engagements and consulting projects, including data entry, document creation, calendar management, and degree verification.
Collaborate with teams and internal stakeholders to deliver high-quality work efficiently and on time.
Support account management by preparing and submitting candidate expenses and reviewing client invoices as needed.
Support the full lifecycle of engagements in Latitude, the firm’s CRM.
Organize client and engagement documentation in accordance with firm policies and guidelines, including proposals, engagement letters, position specifications, contracts, candidate reports, degree verifications, reference reports, and offer letters.
Format, edit, proofread, and prepare deliverables as needed.
Build strong relationships and rapport with candidates, clients, and internal team members.
Maintain the accuracy, quality, and integrity of data in Heidrick’s proprietary database.
Protect client, candidate, and company confidentiality.
Provide backup assistance to COE Project Administrators and Administrative Assistants as needed.
Develop job-related skills through Learning & Development programs, internal Executive Search and Heidrick Consulting training, and relevant industry reading.
Maintain internal contacts and share information appropriately; proactively address business process issues with other areas.
Seek new approaches and efficiencies, remain open and flexible, generate ideas, and anticipate team needs.
Stay responsive to internal and external client requirements, goals, and issues.
Prioritize work, track progress against goals, multitask effectively, and focus on results and quality.
Participate in coaching and mentoring new employees through formal and informal learning programs and relationships.
Promote company strategies and initiatives and energize colleagues through regular interactions.