Executive Engagement Administrator

Position Summary

KEY RELATIONSHIPS
Reports to Administrative Manager (solid line)
Administrative Practice Leader (dotted line)
One or two executive search consultant(s) (dotted line)

Other key relationships

Assigned Mentor(s)
Executive Engagement Administrators
Consultants
Corporate Office Staff
Associates and Analysts
Administrative Staff

KEY RESPONSIBILITIES
The Executive Engagement Administrator’s primary responsibility will be to provide administrative and project support to one or two dedicated executive search consultant(s) and by organizing and ensuring all aspects of assignments run smoothly and efficiently and assisting in creating and maintaining relationships with clients. Additional responsibilities include:- Close out completed searches and organize all material associated with the search in accordance with audit requirements.-
- Ensure that clients are properly billed in accordance with any special terms; monitor accounts receivables; review monthly client billing worksheets and consultant corporate card statements for charges to be allocated to relevant searches.- Manage and maintain consultant(s) calendar and coordinate trip schedules, making all travel and associated arrangements.- Prepare monthly expense reports and ensure accuracy of the allocation of client-related expenses.- Provide assistance with additional office responsibilities, including but not limited to reception/front desk/switchboard coverage, supporting multiple consultants, IT liaison, software trainer, document proofreading and quality assurance, client meeting preparation, Executive Engagement Administrator mentor, special office projects, social functions and any other tasks identified by the office Administrative Manager on an ad-hoc basis.

IDEAL EXPERIENCE
Minimum of 5-7 years of experience as an executive assistant
Experience in a professional services environment is preferable.

Strong project coordination/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 database is considered a significant asset. Typing speed of 65 WPM or more.

An undergraduate degree is desirable

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

Communication and Relationship Management:
Project Coordination/Management:
- Building collaborative relationships externally and internally, including with individuals in other Spencer Stuart offices.- Participating in and guiding teams while fostering an environment of mutual trust.- Identifying and assisting in managing the needs and expectations of the internal and external team.- Communicating appropriately and effectively with all levels and diverse cultures.- Demonstrating effectual 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 efficiencies. 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.- Very strong organization and prioritization abilities.- Discretion and sensitivity in dealing with confidential communications and documentation.- Endurance and the ability to handle multiple conflicting priorities at once.- Solid judgment; the ability to make sound decisions and work autonomously in the absence of constant supervision.- Proactive; takes steps to prevent problems before they occur.