Executive Engagement Administrator
Company: Spencer Stuart
Location: Philadelphia
Posted on: November 1, 2024
Job Description:
SSI (U.S.) Inc. d/b/a Spencer StuartSpencer Stuart is an equal
opportunity and affirmative action employer
F/M/Disability/Vet/Sexual Orientation/Gender Identity.Location:
PhiladelphiaFull/Part Time: Full timeReq ID: R3830Position
SummaryThe 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.Key
RelationshipsReports to:Administrative Manager (solid line)One or
two executive search consultant(s) (dotted line)Other Key
Relationships:Assigned Mentor(s)Executive Engagement
AdministratorsConsultantsCorporate Office StaffResearch
StaffAdministrative StaffKey ResponsibilitiesThe EEA's primary
responsibility will be to provide administrative support to one or
two dedicated executive search consultant(s) and assist other
members of the office staff to balance the workload of the office.
Additional responsibilities include:
- 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.Ideal
ExperienceMinimum of 5-7 years of experience as an Executive
Engagement AdministratorExperience in a professional services
environment is preferable.Strong project coordination/management
skillsExperience coordinating complex logistics and projects with
multiple stakeholders.Excellent Written and Verbal Communication
SkillsExpert 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 desirableCritical Capabilities As measured by year-end
performance appraisal and ongoing client, consultant and peer
feedback.Communication and Relationship Management: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.Project Coordination/Management: 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.The ideal candidate
will do this by:
- 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.Spencer Stuart is a proud equal opportunity and affirmative
action employer. We are committed to non-discrimination without
regard to actual or perceived race, ethnicity, creed, color,
religion, gender (including pregnancy, childbirth or related
medical conditions), national origin, immigration status, ancestry,
age, marital status, protected veteran status, physical or mental
disability, medical condition, genetic information, sexual
orientation, gender identity, or any basis prohibited under
applicable federal, state or local law.Please see job
descriptionPI253699024
Keywords: Spencer Stuart, East Brunswick , Executive Engagement Administrator, Other , Philadelphia, New Jersey
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