Project Administrator

Heidrick & Struggles•Tampa, FL

1d•Hybrid

About The Position

Heidrick & Struggles is hiring a Project Administrator for its Center of Excellence for Office Administration in Tampa, Florida. The role leads project and business administration support for Executive Search and/or Heidrick Consulting teams, supporting engagements from business development through completion. The Project Administrator coordinates high-touch client and candidate service, engagement operations, financial administration, documentation, communications, and data management while maintaining confidentiality and accuracy. The role works closely with the COE team and internal stakeholders to deliver client work efficiently and to a high standard. It benefits from the Flexible Workspace Policy but is not eligible to be permanently remote; the employee must live within daily commuting distance of the Tampa office.

Requirements

High school education required.
Two to five years of administrative experience in roles requiring strong project coordination.
Polished, professional demeanor and executive presence.
Business acumen and financial aptitude.
Exceptional analytical thinking and problem-solving skills.
Excellent verbal, written, and listening communication skills.
Ability to collaborate across organizational levels and handle complex and sensitive information.
Proficient knowledge of Microsoft Office products.
Available Monday through Friday during regular business hours and flexible to respond to business needs outside those hours.
Located within daily commuting distance of the Tampa office.

Nice To Haves

College degree.
Experience with proprietary database environments.
Professional services experience.

Responsibilities

Lead administration for assigned client and/or consultant engagements from business development through the full engagement lifecycle.
Coordinate high-volume calendars for candidates, clients, and consultants, and manage scheduling and communications by phone, video conference, and email.
Organize engagement operations and critical documentation accurately while safeguarding confidential information.
Collaborate with the COE team and internal stakeholders to deliver high-quality client work efficiently and on time.
Partner with the travel vendor to prepare itineraries for consultants, clients, and candidates.
Support account management and client relationships, including consultant and candidate expenses, client invoices and receivables, and financial reports.
Enter data and progress client opportunities through business development stages; record business development activities and maintain client contacts in the CRM.
Prepare and manage consultant expenses in accordance with client requirements and company policy.
Order and manage proprietary and non-proprietary diagnostic tools, including Hogan, Culture Signature, LAQ Self, and LAQ 360.
Manage the full lifecycle of engagements in Latitude, the company's CRM.
Organize proposals, engagement letters, position specifications, contracts, candidate reports, degree verifications, reference reports, offer letters, and other documentation according to firm policies and guidelines.
Contribute to engagement financial health by monitoring payments, timely expense reimbursement and processing, and overall project financial performance.
Verify candidates' degrees and conduct background checks.
Format, edit, proofread, prepare, and transmit client deliverables.
Build rapport and strong working relationships with candidates and clients.
Maintain the accuracy, quality, and integrity of data in the company's proprietary database.
Maintain client, candidate, and company confidentiality.
Develop job-related skills through company learning and development programs, internal training, and industry-related reading.
Provide backup assistance to other Project Administrators as needed.