Administrative Assistant

Heidrick & Struggles•Tampa, FL

19d•Hybrid

About The Position

Heidrick & Struggles’ Administrative Center of Excellence (COE) in Tampa, FL allows the firm to reach new levels of efficiency and effectiveness though the consolidation of support functions, leveraging staff with greater flexibility and fluidity to provide more comprehensive coverage and focusing on continuous process improvement. As a key member of the COE, 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.

Requirements

High school education required; college degree desired.
0-3 years of administrative or shared services experience in roles requiring strong attention to detail and the ability to manage multiple responsibilities.
A polished professional demeanor exuding executive presence.
Demonstrated business acumen and financial aptitude.
Exceptional analytical thinking and problem-solving skills.
Excellent communication skills—verbal, written and listening.
Demonstrated ability to collaborate with all levels of an organization, receive and provide complex and sensitive information.
Proficient knowledge of all Microsoft Office products.
Available to work Monday through Friday during regular business hours.
Flexible to be available as needed to respond to business needs outside of regular business hours.
Located within daily commuting distance to the Tampa office.

Nice To Haves

Experience with Concur and/or expense reimbursements and expense management policies a plus.
Experience with proprietary database environments, a plus.
Professional services experience, a plus.

Responsibilities

Review and approve expense reports in Concur in adherence with the corporate expense management policy and advise employees on proper procedures and required documentation as needed.
In line with the COE model, provide administrative support for engagements and consulting projects by assisting with daily tasks including data entry, document creation, calendar management and degree verification.
Collaborate daily with the team and internal stakeholders to drive the delivery of high-quality deliverables, efficiently and on time.
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 engagments in Latitude, our CRM.
Organize documentation following firm policy and documentation guidelines as it relates to client proposals, engagement letters, position specifications, contracts, candidate reports, degree verifications, reference reports, offer letters, etc.
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 COE Project Administrators and Administrative Assistants as needed.
Continuously develop job-related skills by attending Heidrick’s Learning & Development programs, internal Heidrick Consulting and Executive Search specific training and keeping current with job/industry-related reading.