Executive Engagement Administrator

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The Executive Engagement Administrator is an integral member of the search execution team, working closely with the consultants and research team, and acting as project coordinator/manager to ensure the timely success of each assignment. The Executive Engagement Administrator serves as a key contact with clients and candidates, schedules interviews, arranges consultant and candidate travel, ensures all due diligence has been conducted on candidates, reviews results, and flags issues.

S/he is responsible for the production of multiple documents throughout the search process.

• In accordance with the Firm’s brand standards, prepare all production work associated with executing a search assignment from start to finish, including qualifications packages for potential new searches, proposal and confirmation letters, position specifications, target lists, progress reports, candidate presentations, reference reports, closeout letters, and candidate and client correspondence.
• Close out completed searches and organize all material associated with the search in accordance with audit requirements.
• Work closely with client organizations to schedule candidates for interviews with clients, including assistance with hotel reservations, air travel, directions and any other search-related 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 Assistant mentor, special office projects, social functions and any other tasks identified by the office Administrative Manager on an ad-hoc basis.

• Minimum 5-7 years of experience as an Executive Engagement Administrator.
• Experience in a professional services environment is preferable.
• Experience coordinating complex logistics and projects with multiple stakeholders.
• Expert user of Office Applications (Word, Excel, PowerPoint, Outlook).
• Experience working with a database is considered a significant asset.
• Typing speed of 65 WPM or more.
• An undergraduate degree is desirable.

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

Communicate clearly and interact with others in a manner that demonstrates and inspires confidence. Establish and sustain relationships in order to build and strengthen a network of individuals who work cooperatively with each other, including the ability to interact with very senior-level clients and candidates with the highest degree of professionalism at all times. Demonstrate a team approach to and reinforce collaboration in all internal/external interactions to support work balance among the search team and within the office.

Exhibit a client-focused attitude in the work environment.

Proactively manage projects to ensure smooth and high-quality outcomes while working on multiple assignments with differing priorities and abbreviated timelines that involve team members with varying communication and execution styles. Take the lead in the timely and efficient scheduling of candidate/client meetings, ensuring that all parties are kept informed, and all details are confirmed and communicated. Identify the varied resources needed and available to deal with multi-dimensional tasks and putting together a realistic and achievable work plan.

Leverage technology such as Outlook, the Microsoft suite of products, and a relational database to their fullest potential in a fast-paced environment.

• 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.

Demonstrate ethical, sound professional…