Project Administrator

Heidrick & Struggles (Nasdaq: HSII) is a premier provider of global leadership advisory and on-demand talent solutions, serving the senior-level talent and consulting needs of the world's top organizations. In our role as trusted leadership advisors, we partner with our clients to develop future-ready leaders and organizations, bringing together our services and offerings in executive search, diversity and inclusion, leadership assessment and development, organization and team acceleration, culture shaping and on-demand, independent talent solutions. Heidrick & Struggles pioneered the profession of executive search more than 70 years ago. Today, the firm provides integrated talent and human capital solutions to help our clients change the world, one leadership team at a time.®

Additional information on the firm can be found at www.heidrick.com.

Job Description:

Heidrick & Struggles has an established Center of Excellence (COE) for Office Administration in Tampa, FL built to drive new levels of effiency and value by consolidating support functions, leveraging staff to provide more comprehensive coverage and focusing on continuous process improvement.

As a key member of the COE, the Project Administrator (PA) is the leader of multiple projects and business administration support to team(s) in all aspects of Executive Search and/or Heidrick Consulting. The Project Administrator drives 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 executing high touch delivery in serving our clients and building strong leadership teams.

Specific Responsibilities Include:

• In line with the Center of Excellence model, lead administration for assigned client and/or consultant engagements, beginning with business development support and executing throughout the life of engagements and assigned work.

• Orchestrate smooth-running engagement operations while juggling multiple, critical responsibilities including, managing a high volume of calendar management for candidates, clients, and Consultant(s); maintaining composure under pressure; safeguarding confidential information; and organizing critical documentation with utmost accuracy.

• Collaborate daily with the COE team and internal stakeholders to drive the delivery of high-quality client deliverables, efficiently and ontime.

• Partner with our travel vendor to prepare itineraries for Consultants, clients, and candidates simultaneously while managing other daily responsibilities.

• Support teams with account management and client relationships, including Consultant and candidate expenses, client invoices/receivables and other financial reports as needed.

• Support data entry, progressing 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 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.

• Lead assigned client and candidate communications through scheduling and prioritizing telephone, video conferencing and email communication.

• Contribute to the financial health of engagements by ensuring payments are received, candidate and Consultant expenses are reimbursed/expensed timely, and the 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 Heidrick Consulting and Executive Search specific trainingand keeping current with job/industry-related reading.

• Provide back-up assistance to other PAs as needed.

Qualifications & Experience

The successful PA candidate will have:

• High school education required; college degree desired.

• 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.

• Experience with proprietary database environments, a plus.

• Professional services experience, a plus.

Behavioral Competencies

External and internal awareness: 

• Maintains personal contacts across the internal organization and appropriately shares information.

• Addresses business process issues proactively with other areas, as necessary.

Creative Thinking:

• Sets a personal example of seeking out new approaches and establish efficiencies.

• Open to new ideas and approaches. Flexible

• Generates new ideas.

• Thinks ahead on behalf of the team.

Client Orientation:

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

Self-confidence and determination:

• Manages most situations in a calm, steady, “can-do” manner.

• Demonstrates self-confidence; resilient.

• Demonstrates a focus on results over time; resourceful, tenacious.

Relationship building:

• Takes the time to maintain relationships and create new ones.

Driving results:

• 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.

Best practice perspective:

• 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.

Organizational buy-in:

• Generates enthusiasm for Company strategies and key initiatives.

• Energizes others with whom he/she is in regular contact.

Personal Characteristics

• 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.

Additional Requirements

• 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. This role benefits from our Flexible Workspace Policy, but is not eligible to be permanently remote.

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.