What are the responsibilities and job description for the Project Administrator position at Heidrick & Struggles?
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 : Executive Support
- Diary Management :
Proactively manage and prioritize both Directors' schedules, ensuring time is allocated efficiently across competing priorities. Handle daily calendar changes and anticipate future scheduling conflicts to ensure smooth operations.
Ensure both Directors are prepared for meetings, with the right materials and context, and that all logistics (rooms, tech, catering, etc.) are in place. Coordinate with internal teams and external stakeholders to arrange all necessary meetings and prep sessions.
Liaise with clients, prospects, and key stakeholders on behalf of the Directors. Build and maintain positive working relationships with clients, both internal and external, ensuring a high level of professionalism and responsiveness.
Work closely with Business Managers to schedule and organize client project meetings. Ensure Directors are updated on the status of client projects and any relevant developments.
Book ad hoc travel, including flights, accommodation, and transport. Ensure that all logistics for the Directors' business trips are smooth and well-coordinated.
Organize off-sites, team meetings, and client entertainment events. Manage logistics, venue selection, invitations, and any special requirements.
Create and edit documents, presentations, and reports (PowerPoint, Word, Excel) to support the Directors in client meetings and internal reviews. Ensure all deliverables are accurate, visually compelling, and on-brand.
Track and manage expenses for both Directors, ensuring timely submissions and compliance with company policies. Assist with the completion of timesheets, making sure all work hours are accurately recorded.
Manage the Directors' inboxes, flagging urgent emails, and ensuring important communications are responded to promptly.
Take ownership of actions and follow-up on outstanding tasks. Organize, track, and escalate tasks where necessary to ensure deadlines are met and critical items are not overlooked.
Business Development Support
Support the Directors in maintaining and updating a strategic client contact plan. Ensure the Directors have a clear overview of relationships, priorities, and action steps for each client.
Coordinate and arrange client meetings quickly and efficiently, ensuring all preparation is complete. Serve as a key point of contact between the Directors and client EAs, facilitating smooth communication and coordination.
Assist in tracking the business development pipeline through tools like Asana and Latitude, ensuring that data is up-to-date and accurate. Monitor the progress of client activities and ensure key action items are followed up on.
Share relevant market insights, industry news, and client developments with the Directors, ensuring they are always well-informed about client movements and market trends.
Maintain and update the meeting tracker spreadsheet, ensuring that all relevant meetings and engagements are documented and tracked for follow-up.
Collaborate with project teams to ensure smooth execution of client sessions, internal reviews, and preparation for client-related activities.
Contributing to a Brilliant Working Environment
Act as an ambassador for the business, ensuring that all interactions with clients, suppliers, and partners reflect the company's values and culture of professionalism, integrity, and excellence.
Handle sensitive information with the utmost confidentiality and professionalism. Adhere to privacy protocols and company policies when managing executive communications and company data.
Spot opportunities for improvement in processes and operations that will positively impact the Directors' work, the team's productivity, and overall business success.
Provide support and backup for other members of the Executive Assistant team, promoting a collaborative and supportive work environment.
Pay Range Guidelines for this Position :
The salary range for this position is 65000 USD to 75000 USD. Compensation is based on several factors including but not limited to education, work experience and skills. In addition to your salary, Heidrick & Struggles offers discretionary bonuses (subject to eligibility requirements) and a comprehensive benefits package including : medical, dental, vision, disability leave, parental leave, paid time off and 401k contribution (all benefits are subject to eligibility requirements). Note : we have a location based compensation structure; there may be a different range for candidates in other locations.
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.
Salary : $65,000 - $75,000
