Project Administrator

Heidrick & Struggles • Tampa, FL

1d • Hybrid

About The Position

Heidrick & Struggles is a global leader in executive leadership advisory services, helping organizations identify and develop outstanding leaders and teams for over 70 years. The company has established a Center of Excellence (COE) for Office Administration in Tampa, FL, focused on efficiency and comprehensive support. As a key member of this COE, the Project Administrator (PA) will lead multiple projects and provide business administration support across Executive Search and/or Heidrick Consulting. This role requires high attention to detail, proactiveness, and strong operational, communication, and software skills, and is crucial for delivering high-quality client service and building strong leadership teams.

Requirements

• High school education required
• Two to five years of administrative experience in roles requiring strong project coordination
• A polished, professional demeanor, exuding executive presence
• Demonstrate a business acumen and financial aptitude
• Exceptional analytical thinking and problem-solving skills
• Excellent communication skills—verbal, written and listening
• The ability to collaborate with all levels of an organization, receive and provide complex and sensitive information
• Proficient knowledge of all Microsoft Office products
• Maintains personal contacts across the internal organization and appropriately shares information
• Addresses business process issues proactively with other areas, as necessary
• Sets a personal example of seeking out new approaches and establish efficiencies
• Open to new ideas and approaches
• Flexible and generates new ideas
• Thinks ahead on behalf of the team
• Constantly hones understanding and responsiveness to internal and external client requirements, goals and issues
• Manages most situations in a calm, steady, “can-do” manner
• Demonstrates self-confidence; resilient
• Demonstrates a focus on results over time; resourceful, tenacious
• Takes the time to maintain relationships and create new ones
• Manages projects, activities and resources according to team strategy effectively
• Sets priorities and reviews progress against goals regularly
• Ability to switch gears and multitask efficiently and effectively
• Seeks to adopt best practices to increase effectiveness and organization competitiveness
• Eager to participate in the coaching and mentoring of new employees through formal and informal learning programs and relationships
• Possesses strong personal commitment to quality standards and meeting quality expectations
• Gives constructive feedback and recommends suggestions for improvement, where appropriate
• Generates enthusiasm for Company strategies and key initiatives
• Energizes others with whom he/she is in regular contact
• Consistently motivated to achieve optimal results through business ethics (honesty, integrity, confidentiality, discretion) in all situations
• Demonstrates high level of initiative, strong communication skills and thoroughness
• Maintains composure in fast-paced, rapidly changing environment
• Available to work Monday through Friday during regular business hours
• Located within daily commuting distance to the Tampa office

Nice To Haves

• College degree desired
• Experience with proprietary database environments
• Professional services experience

Responsibilities

• Lead administration for assigned client and/or consultant engagements, from business development support through the life of engagements.
• Orchestrate smooth-running engagement operations, including managing high-volume calendar management for candidates, clients, and Consultants.
• Maintain composure under pressure, safeguard confidential information, and organize critical documentation with utmost accuracy.
• Collaborate daily with the COE team and internal stakeholders to drive the efficient and on-time delivery of high-quality client deliverables.
• Partner with the travel vendor to prepare itineraries for Consultants, clients, and candidates.
• Support teams with account management and client relationships, including managing Consultant and candidate expenses, client invoices/receivables, and other financial reports.
• Support data entry, progress client opportunities through business development stages, capture key business development activities, and maintain client contacts in Heidrick’s CRM.
• Prepare and manage Consultant expenses in line with client requirements and Heidrick policy.
• Order and manage proprietary and non-proprietary diagnostic tools (e.g., Hogan, Culture Signature, LAQ self, LAQ 360).
• Manage the full lifecycle process of engagements in Latitude, the company's CRM.
• Organize documentation following firm policy and guidelines for client proposals, engagement letters, position specifications, contracts, candidate reports, degree verifications, reference reports, offer letters, etc.
• Lead assigned client and candidate communications through scheduling and prioritizing telephone, video conferencing, and email.
• Contribute to the financial health of engagements by ensuring payments are received, candidate and Consultant expenses are reimbursed/expensed timely, and overall financial performance of client projects is reviewed.
• Verify degrees and conduct background checks of candidates.
• Format, edit, proofread, prepare, and transmit client deliverables as requested.
• Build strong relationships and good rapport with candidates and clients.
• Maintain the accuracy, quality, and integrity of all data in Heidrick’s proprietary database.
• Conserve client, candidate, and companywide confidentiality.
• Continuously develop job-related skills by attending Heidrick’s Learning & Development programs, internal training, and keeping current with job/industry-related reading.
• Provide back-up assistance to other Project Administrators as needed.

Benefits

• Learning & Development programs
• Internal training (Heidrick Consulting and Executive Search specific)
• Flexible Workspace Policy
• Equal opportunity employer committed to hiring qualified protected veterans and individuals with disabilities
• Commitment to providing reasonable accommodations and/or adjustments during the recruitment process

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees