Project Administrator

Heidrick & Struggles has an established Center of Excellence (COE) for Office Administration in Tampa, FL, built to drive new levels of efficiency 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 crucial to the firm's success in delivering high-touch service to 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 on time.
• 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/receivable,s 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.
• Manage the full lifecycle process of engagements 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 timely receipt of payments, timely reimbursement or expensing of candidate and consultant expenses, and regular review of the overall financial performance of client projects.
• 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 company-wide confidentiality.
• Continuously develop job-related skills by attending Heidrick’s Learning & Development programs, internal Heidrick Consulting and Executive Search specific training, and 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 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 throughout the internal organization and shares information appropriately.
• Addresses business process issues proactively with other areas, as necessary.

Creative Thinking:

• Sets a personal example of seeking out new approaches and establishing 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 and resilience.
• 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 effectively in accordance with the team's strategy.
• 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 a 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 the Company's 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 a high level of initiative, strong communication skills, and thoroughness.
• Maintains composure in a 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.