Engagement Portfolio Administrator – Talent Acquisition

Position Summary

The Engagement Portfolio Administrator-Talent Acquisition (EPA-TA) is an integral member of our North America Talent Acquisition team working closely with the practice leadership, firm leadership, consultants and members of our consultant recruitment team supporting our internal consultant recruitment process across the United States and Canada. This position will lead the coordination of the recruitment process for the candidates across all of Spencer Stuart’s industry and functional practices and collaborate closely with our consultant recruiting team to ensure exceptional and seamless candidate experience.

Our Talent Acquisition (TA) team is a highly valued strategic business function within the firm and Global People Team, working closely with our firm leadership to help ensure Spencer Stuart’s strategic growth. The Engagement Portfolio Administrator will play a critical role in the success of the TA team through collaboration, quick problem solving, and serving as an ambassador for the firm. Our consultant recruitment team is seeking an ambitious, thoughtful, and agile individual who thrives in a fast-paced environment and wants to play a crucial role in the continued success of the team.

KEY RELATIONSHIPS

Reports to

Head of Talent Acquisition, North America (solid line)

Other key relationships

Talent Acquisition Managers (on a search/project basis)

Talent Acquisition Specialists

Talent Partners (for each Practice)

Executive Engagement Administrators

Global Practice Leaders (across Search and Leadership Advisory)

Consultants (across Search and Leadership Advisory)

Global People Team colleagues

Finance, Legal, and Marketing business function colleagues

KEY RESPONSIBILITIES

The Engagement Portfolio Administrator’s primary responsibility will be to provide project management and administrative support across our portfolio of consultant searches, organizing and ensuring all aspects of our search process run smoothly and efficiently and assisting in creating and maintaining relationships with our most senior candidates and internal stakeholders. Additional responsibilities include:

• Organizing  interview schedules successfully by effectively accounting for nuances with limited oversight; proactively review and refine interview schedules to optimize efficiency and candidate experience.

• Update and maintain candidate records and schedules within our internal systems.

• Assist our Talent Acquisition Team with candidate due diligence, compiling feedback, and internal communications to ensure an exceptional candidate experience.

• Mastery understanding of our consultant recruitment process while developing and maintaining relationships with key internal and external stakeholders including EEA’s, consultants, and firm leaders across the firm.

• Prepare documents associated with our search assignment included but not limited to position specifications and candidate reports.

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Candidate Profile

IDEAL EXPERIENCE

Minimum of 5-7 years of experience as an executive assistant, engagement manager, or project manager

Experience in a professional services environment is preferable.

Strong project coordination and project management skills

Experience coordinating complex logistics and projects with multiple stakeholders.

Excellent written and verbal communication skills

Expert user of Office applications (Word, Excel, PowerPoint and Outlook)

Experience working with a relational database is considered a significant asset.

Ability to work effectively in a fast-paced environment; work independently and under own direction and initiative
Be able to work under tight deadlines and prioritize competing responsibilities.

An undergraduate degree is required

CRITICAL CAPABILITIES

As measured by year-end performance appraisal and ongoing client, consultant, and peer feedback.

Communication and Relationship Management:

Communicate clearly and interact with others in a manner that demonstrates and inspires confidence.  Establish and sustain relationships to build and strengthen a network of individuals who collaborate cooperatively with each other, including the ability to interact with very senior-level clients and candidates with the highest degree of professionalism at all times.  Demonstrate a team approach to and reinforce collaboration in all internal/external interactions to support work balance among the search team and within the office.  Exhibit a client-focused attitude in the work environment.

Project Coordination/Management: 

Proactively manage projects to ensure smooth and high-quality outcomes while working on multiple assignments with differing priorities and abbreviated timelines that involve team members with varying communication and execution styles.  Take the lead in the timely and efficient scheduling of candidate/client meetings, ensuring that all parties are kept informed, and all details are confirmed and communicated.  Identify the varied resources needed and available to deal with multi-dimensional tasks and create a realistic and achievable work plan. Leverage technology such as Outlook, the Microsoft suite of products, a relational database and AI tools to their fullest potential in a demanding environment.

The ideal candidate will do this by:

• Communicating proactively and consistently while driving the portfolio of searches—anticipating potential issues (e.g. thinking 2-3 steps ahead, connecting the dots, seeing around corners) and flagging to the team with suggested solutions.

• Building collaborative relationships externally and internally, including with individuals in other Spencer Stuart offices and business functions.

• Participating in and guiding teams while fostering an environment of mutual trust and accountability.

• Identifying and assisting in managing the needs and expectations of the candidates and stakeholders.

• Demonstrating effective presence through high-level, written and oral communication skills.

• Providing constructive guidance and feedback, and openly receiving the same.

• Remaining optimistic and positive – even when under stress – facing challenges by looking for solutions and offering support to colleagues who are in need.

Quality: 

Demonstrate ethical, sound professional practices and personal accountability.  Act in a manner that is consistent with the Firm’s values.  Hold others accountable to standards of performance.  Display a curiosity and desire for knowledge and staying current with colleagues, the Firm, and its systems.  Regularly invest time in encouraging the team to innovate, continuously improve processes and share knowledge. Gain an understanding of and follow the Firm’s policies, procedures, and brand standards.  Advocate high-quality work by ensuring that client deliverables are thoroughly reviewed and edited. Embrace and actively participate in training opportunities and proactively seek guidance and coaching from peers or corporate trainers to augment or improve skills. Proactively share best practices with the search team by communicating the benefits of improved efficiency.  This could be in the form of informal, on-the-job opportunities or in formal, structured learning opportunities with colleagues.
 

PERSONAL CHARACTERISTICS

• Strong client orientation; inherent desire to deliver beyond the call of duty.

• Exceptional organization and prioritization abilities.

• Discretion and sensitivity in dealing with confidential communications and documentation.

• Endurance and the ability to manage multiple conflicting priorities at once.

• Solid judgment: the ability to make sound decisions and work autonomously in the absence of constant supervision.

• Proactive operating style: takes steps to prevent problems before they occur.

The base compensation range for this position is $75,000–85,000 per year. The actual base compensation offered within this range will be dependent on the individual’s skills, experiences, and qualifications. This position will be eligible to participate in our annual discretionary bonus program.

Spencer Stuart also offers a competitive benefits package, which includes:

• Retirement savings plan with discretionary profit sharing contribution and employer match;

• PTO (minimum 15 days per year, increases with tenure), paid sick time (10 days per year), company holidays (12 days per year), and paid leaves of absence when applicable;

• Comprehensive health benefits, including medical, dental, and vision insurance, and healthcare flexible spending account;

• Life Insurance, and short-term and long-term disability insurance;

• Wellness benefits, including an employee assistance program, virtual mental health program, and mindfulness program; and

• Voluntary benefit options, including supplemental life insurance, identity theft protection, and whole life insurance with long-term care and critical illness coverage.