Administrative Assistant

Heidrick & Struggles•Tampa, FL

21d•Hybrid

About The Position

Heidrick & Struggles’ Administrative Center of Excellence (COE) in Tampa, Florida consolidates support functions to improve efficiency and effectiveness, provide flexible administrative coverage, and support continuous process improvement. The Administrative Assistant provides support for multiple projects and business administration for teams working in Executive Search and/or Heidrick Consulting. The role contributes to high-quality client service through attention to detail, curiosity, proactiveness, and strong operational, communication, and software skills. The Administrative Assistant supports engagement and consulting project administration, expense processes, account management, and the lifecycle of engagements in Latitude, the firm’s CRM. The position also maintains accurate data, prepares and reviews documents, builds relationships with clients, candidates, and colleagues, and safeguards confidential information. The role is based within daily commuting distance of the Tampa office and benefits from the Flexible Workspace Policy, but is not eligible to be permanently remote.

Requirements

High school education required.
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 across all levels of an organization and handle complex and sensitive information.
Proficiency with Microsoft Office products.
Available to work Monday through Friday during regular business hours.
Flexible to respond to business needs outside regular business hours.
Located within daily commuting distance of the Tampa office.
Demonstrated initiative, communication skills, and thoroughness; able to maintain composure in a fast-paced, rapidly changing environment.
Commitment to business ethics, including honesty, integrity, confidentiality, and discretion.

Nice To Haves

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

Responsibilities

Review and approve expense reports in Concur 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, and organize documentation according to firm policies and guidelines.
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.
Maintain client, candidate, and companywide confidentiality.
Provide backup assistance to COE Project Administrators and Administrative Assistants as needed.
Develop job-related skills through Heidrick Learning & Development programs, internal training, and relevant reading.