Executive Assistant, Executive Search

Heidrick & Struggles; Dubai; On-site; AED 120,000 - 180,000; Full time

Job summary

Heidrick & Struggles is seeking an Executive Assistant to provide essential administrative support to our Executive Search team in Dubai. You will manage calendars, prepare client deliverables, and coordinate travel for consultants, clients, and candidates.

The role requires discretion, strong communication, and the ability to handle multiple projects in a fast-paced professional services environment. A focus on confidentiality and accurate record-keeping is essential.

Qualifications

• High school diploma or GED required.
• 5+ years of administration experience in project coordination roles.
• Professional business ethics, confidentiality and discretion.
• Proficient in Microsoft Office.
• Ability to manage multiple projects and prioritize.
• Availability to work Monday–Friday during normal business hours, with overtime as needed.

Responsibilities

• Formatting, editing, proofreading, preparing and transmitting client deliverables.
• Maintaining complex consultant calendars.
• Coordinating travel itineraries with vendors for consultants, clients or candidates.
• Supporting the executive search team with account and client relationship management including invoicing and reports.
• Creating and maintaining an efficient organizational system for search processes.
• Maintaining client and candidate relationships and communication via phone and email.
• Verifying degrees and processing background checks as requested.
• Ensuring data accuracy in Heidrick & Struggles' database with teammates.

Skills

Project coordination

Discretion

Professional communication

Microsoft Office

Calendar management

Education

High school diploma or GED

Tools

Proprietary database

Job description

Heidrick & Struggles (Nasdaq: HSII) is a premier provider of global leadership advisory and on-demand talent solutions, serving the senior-level talent and consulting needs of the world's top organizations. In our role as trusted leadership advisors, we partner with our clients to develop future-ready leaders and organizations, bringing together our services and offerings in executive search, diversity and inclusion, leadership assessment and development, organization and team acceleration, culture shaping and on-demand, independent talent solutions. Heidrick & Struggles pioneered the profession of executive search more than 70 years ago. Today, the firm provides integrated talent and human capital solutions to help our clients change the world, one leadership team at a time.®

Additional information on the firm can be found at www.heidrick.com.

Supporting

• 1x Partner

The Role:

The Executive Assistant (EA) plays a vital role in the success of our Executive Search business. EAs provide project and business administration support to an Executive Search team(s) in all aspects of the search process including: document preparation and management, scheduling and planning of candidate and client interviews/meetings, accounts receivable and accounts payable, expense reporting, correspondence and file organization. An integral part of an EA’s role is problem-solving within the search execution and administrative process.

Job Responsibilities:

• Formatting, editing, proofreading, preparing and transmitting client deliverables
• Maintaining complex consultant calendars.
• In partnership with our travel vendor, preparing travel itineraries for consultants, clients or candidates as part of the executive search process.
• Supporting the executive search team with account and client relationship management, including reconciling consultant expenses, client invoices/receivables and other financial reports, as well as consistently representing the team in a professional manner in any communications with the client team.
• Creating and maintaining an efficient organizational system for all search processes.
• Maintaining client and candidate relationships and building rapport through regular communication via phone and email.
• Verifying degrees of candidates, as well as processing background checks and utilizing internal tools when requested.
• Maintaining the accuracy, quality and integrity of all search information in the Heidrick & Struggles database, including proper coding of engagements, in collaboration with search teammates.
• Maintaining and developing job-related skills by attending Company learning programs and keeping up-to-date with job/industry-related reading/etc.
• Maintaining client, candidate and companywide confidentiality
• Contributing to the team and office by providing back-up assistance to other EAs and Project Administrators as needed.
• Assisting with database research and coding of records in collaboration with Associate practices resources.

Required Qualifications:

• Successful completion of High school or GED
• 5+ years of administration experience in roles that required project coordination
• Demonstrated professional business acumen and ethics (honesty, integrity, confidentiality, discretion) in the workplace
• Proficient working experience in all Microsoft Office products
• Demonstrated ability to communicate confidentially, professionally and with good judgment and discretion across all areas of the business as well as external clients and candidates, both written and verbally. This includes sharing complex and sensitive information.
• Proven ability to manage complex, concurrent projects, activities and resources, including setting priorities and establishing/reviewing progress against goals
• Available to work Monday – Friday during normal business hours, flexible to work overtime when needed

Preferred Qualifications:

• Experience working in a professional service organization
• Hands-on experience working within a proprietary database environment
• Demonstrated experience and interest in building and maintaining positive relationships with internal stakeholders and external customersProven ability to maintain composure in a exciting and at times, rapidly changing environment