Office Administrator

​Heidrick & Struggles (Nasdaq: HSII) is the world’s foremost advisor on executive leadership, driving superior client performance through premier human capital leadership advisory services. For more than 70 years, we’ve delivered value for our clients by leveraging unrivaled expertise to help organizations discover and enable outstanding leaders and teams. Learn more at www.heidrick.com

Job Description:

OA Responsibilities

This position is responsible for the smooth and efficient running of the office, supporting its day-to-day administrative needs including finance, HR, technology and other office administration tasks.  The position partners with the local PIC, the European FD, the HRBP and works with the local office EAs and/or receptionist.

• Monitor AmsterdamOA inbox.
• Reception phone pick-up in parallel with EAs.
• Welcome visitors (room preparation, coffee…) in parallel with EAs.
• Provide general office assistance working as part of a team, help others when necessary.
• Organize caterings for lunches for office, client meetings, internal events, etc.
• Regularly inform PIC of local office issues and provide proactive support for their solution where possible.
• Coordinate and manage local subscriptions, magazines and databases working with the European Marketing Team and the Information group within IT where relevant.
• Be the point of contact for Building Owner and Reception.
• Act as Firm’s representative in regard to Safety in the workplace including the coordination of local training requirements for medical first aid and fire prevention and evacuation.
• Oversee service delivery levels of outside vendors and be first contact point for employees for office environmental needs (i.e., heating, cleaning, lighting, kitchen supplies, flowers, coffee machine, business cards, etc.) working with the Supplier Management Team.
• Monitor and recommend office maintenance needs such as furniture updating, painting or carpet repairs.
• In collaboration with HRBP, manage the car fleet with local suppliers.
• Take responsibility for office security including coordination with security companies and management of security badges.
• Coordinate and facilitate office moves and expansions with IT and other Corporate departments.

Business Operations

Human Resources

• Act as a local Coordinator and contact with the GBS team for:
  - client invoicing
  - expenses
  - supplier payments.
• Download Accounts Payable Invoices from the different portals
• Process Accounts Payable invoices onto the financial system in a timely manner.
• Submit accurate month-end accruals to Global Accounts Payable.
• Act as a local Coordinator for queries from Global Accounts Payable.
• Act as a local Coordinator for queries from Global Accounts Receivable: register client invoices, collection of money as a support for local EAs.
• Be the point of contact for clients for any administrative issues.
• Liaise with the external accountant for VAT registration and payment.
• With the finance department, be the point of contact for the external accountant and auditors.
• Proactively inform FD Europe and HRBP of any financial or employee matters.

• May support recruitment process for EA and administrative support for the office.
• Coordinate with Human Resources Business Partner on employee relations matters when necessary.
• Take responsibility for preparation of monthly payroll information and provide first review of the payslip.
• In collaboration with the HRBP and local broker, overview the local benefit schemes and local insurance.
• Prepare local non-consultant employment contracts.
• Coordinate on-boarding schedules of all newcomers.
• Supervise the provision of time and attendance records, holiday information and details such as vacation, sickness and overtime forms.
• Maintain local joiners and leavers information.
• Ensure adherence to local and corporate policies and procedures, maintaining records and information for local regulatory requirements – for example data protection documentation and employment information.

Information Technology

Other

• Coordinate with the Corporate teams, procurement and IT departments as appropriate for office needs such as stationery, IT hardware requests and general supplies.
• Responsible for IT Material Inventory.
• Ensure that the set-up is prepared for all new comers (phone, IT..).
• Manage the contract for business mobiles phones and order if necessary. Update phone list for the office.

• Assist with the completion of additional tasks as required.

The Person

Qualification and Experience

THE SUCCESSFUL OA CANDIDATE WILL HAVE:

• A’ Level education or degree.
• Fluency in local language and English
• Considerable administrative experience in roles requiring strong project management.
• Experience and ability to deal with top level and high-profile individuals.
• Business acumen and financial awareness.
• Proficient knowledge of all Microsoft Office products, especially PowerPoint and Word. Experience with proprietary database environments is a plus.
• Excellent communication skills—verbal, written and listening.
• Experience dealing with people at all levels of an organisation, receiving and giving often complex, confidential and sensitive information in both verbal and written communications.
• Fast-paced and demanding blue chip environment experience and project management skills are a plus.

Behavioral competencies

SELF-CONFIDENCE AND DETERMINATION:

• Manages situations in a calm, steady, “can-do” manner.
• Demonstrates self-confidence and resilience, especially in pressurized situations.
• Demonstrates a focus on results over time; meets deadlines, resourceful, tenacious.

RELATIONSHIP BUILDING:

• Takes the time to maintain relationships and create new ones.
• Is able to articulate themselves amongst all levels of seniority.

EXTERNAL AND INTERNAL AWARENESS:

• Maintains personal contacts across the internal organisation and appropriately shares information.
• Addresses business process issues proactively with other areas, as necessary.

CREATIVE THINKING:

• Sets a personal example of seeking out new and better ways of doing things.
• Highly self-motivated – totally proactive.
• Stays open to new ideas and approaches.

CLIENT ORIENTATION:

• Constantly hones understanding and responsiveness to internal and external client requirements, goals and issues.

DRIVING RESULTS:

• Effectively manages projects, activities and resources according to search and team strategy.
• Sets priorities and reviews progress against goals regularly.
• Is able to multitask constantly changing priorities effectively and efficiently.

BEST PRACTICE PERSPECTIVE:

• Seeks to adopt best practices to increase effectiveness and organisation competitiveness.
• Is 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.
• Acts on and gives constructive feedback and recommends suggestions for improvement, where appropriate.
• Adheres to the company’s Code of Ethics.

ORGANISATIONAL BUY-IN:

• Generates enthusiasm for Company strategies and key initiatives.
• Energizes others with whom they are in regular contact.

Personal Characteristics

• Demonstrates strong business ethics (honesty, integrity, confidentiality, discretion) in all situations.
• Ability to take ownership.
• Strong team player.
• Maintains composure in fast-paced, rapidly changing environment.
• Displays appropriate sense of humor in the workplace.
• Flexibility to go the “extra mile” when needed.

Heidrick & Struggles is an equal opportunity employer committed to hiring qualified protected veterans and individuals with disabilities. All qualified applicants will be considered for employment without regard to race, color, religion, creed, age, sex, national origin, gender identity or expression, sexual orientation, disability, marital status, veteran or military status, or citizenship status.

Heidrick & Struggles is committed to providing reasonable accommodations and/or adjustments during our recruitment process. If you are selected for an interview and require an accommodation and/or adjustment, please inform your Talent Acquisition professional.