Executive Assistant

Heidrick & Struggles International, Inc.; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

Heidrick & Struggles International, Inc. is seeking an experienced administrative professional to support executive leadership search assignments.

You will format client deliverables, maintain calendars, and prepare travel itineraries for consultants and candidates, while safeguarding confidentiality across all communications. The role requires strong relationship-building, excellent communication, and proficiency with Microsoft Office.

Qualifications

• Excellent communication skills—verbal, written and listening.
• Proficient knowledge of Microsoft Office products.
• Minimum keyboarding speeds of 60 wpm.
• Experience with proprietary database environments is a plus.
• Experience dealing with people at all levels of an organization.

Responsibilities

• Administer the search process for team assignments.
• Format, edit, and transmit client deliverables.
• Maintain consultant calendar and prepare travel itineraries.
• Support account management and client relationships, including expenses and invoices.
• Maintain file management and ensure data integrity in the database.
• Communicate with clients and candidates via scheduling and email.

Skills

Office proficiency

Communication skills

Calendar management

Project coordination

Discretion and confidentiality

Education

High school education

College degree (desirable)

Tools

Proprietary database environments

Job description

Heidrick & Struggles 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:

Responsibilities:

• Responsible for the administration of the search process for all team search assignments
• Formatting, editing, proofreading, preparing and transmitting client deliverables
• Maintaining consultant calendar
• Preparing travel itineraries for the consultant, client or candidate in any part of the search process
• Supporting search team with account management and client relationship, including consultant expenses, client invoices/receivables and other financial reports
• Creating and maintaining an efficient file management and follow-up system for all search processes
• Maintaining client and candidate communications through scheduling and prioritizing telephone and email communication
• Verifying degrees of candidates
• Consistently building strong relationships and good rapport with candidates and clients
• Maintaining the accuracy, quality and integrity of all search information in the Heidrick & Struggles database
• Maintaining and developing job-related skills by attending Company learning programs and keeping up-to-date with job/industry-related reading
• Maintaining client, candidate and companywide confidentiality
• Contributing to the team and office by providing reception relief and back-up assistance to other EAs
• May assist with database research and coding of records in collaboration with Associate or Research Associate practice resources

Qualifications:

• High school education required; college degree desired
• At least five years of administrative experience in roles requiring strong project coordination
• Demonstrate a business acumen and financial awareness
• Proficient knowledge of all Microsoft Office products
• Minimum keyboarding skills of 60wpm
• Experience with proprietary database environments, a plus
• Excellent communication skills—verbal, written and listening
• Experience dealing with people at all levels of an organization, getting and giving often complex and sensitive information in both verbal and written communications
• Professional services experience, a plus

Behavioral Competencies:

• External and internal awareness: Maintains personal contacts across the internal organization and appropriately shares information. Addresses business process issues proactively with other areas, as necessary
• Analytical Thinking: Develops frameworks to assure that “pros” and “cons” are evaluated, key issues are identified and detailed analysis is synthesized
• Creative Thinking: Sets a personal example of seeking out new and better ways of doing things Stays open to new ideas and approaches Generates new ideas
• 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; resilient 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 according to search and team strategy effectively Sets priorities and reviews progress against goals regularly Multitasks effectively and efficiently
• 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 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 Company strategies and key initiatives Energizes others with whom he/she is in regular contact

Personal Characteristics:

• Available to work Monday through Friday during normal office hours
• Demonstrates strong business ethics (honesty, integrity, confidentiality, discretion) in all situations
• Strong team player
• Maintains composure in fast-paced, rapidly changing environment
• Displays appropriate sense of humor in the workplace
• Flexible to work overtime, when needed

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.

Heidrick & Struggles is committed to providing reasonable accommodations and/or adjustments during our recruitment process. If you are selected for an interview and require an accommodation and/or adjustment, please inform your Talent Acquisition professional.

Heidrick & Struggles is committed to providing reasonable accommodations and/or adjustments during our recruitment process. If you are selected for an interview and require an accommodation and/or adjustment, please inform your Talent Acquisition professional.