Executive Assistant

Heidrick & Struggles; Melbourne; On-site; AUD 70,000 - 90,000; Full time

Job summary

Heidrick & Struggles Melbourne seeks an Executive Assistant to provide proactive, high-quality administrative support to senior leaders from the Melbourne office at 101 Collins Street. The role focuses on client delivery, business development, and firm initiatives in a collaborative, high-performing team.

You will coordinate schedules, travel, events and documentation, maintain client data in CRM, and ensure confidentiality and professional presentation across PowerPoint, Word, Excel and Outlook.

Qualifications

• High-level executive and business support experience.
• Customer-facing role supporting senior leaders.
• Experience coordinating meetings, travel and events.

Responsibilities

• Manage schedules, communications, client engagement activities and admin processes.
• Coordinate meetings, travel, documentation and expenses; prioritise leadership needs.
• Build strong relationships with internal and external stakeholders.

Skills

Organisation & time management

Discretion & confidentiality

Stakeholder management

Proactive problem solving

Tools

Salesforce

Box

Outlook

Microsoft Office

PeopleSoft

Job description

A unique opportunity to join a leading executive search firm, working alongside experienced consultants on high-profile leadership appointments. Gain exposure to senior executives across a diverse range of industries while becoming part of a collaborative, high-performing team. With a strong market reputation and a supportive culture, this role offers both challenge and reward.

About us

Heidrick & Struggles is the global premier provider of executive search, leadership assessment and development, team effectiveness, and culture shaping services. For more than 70 years, we have conducted some of the most high-profile C-suite and board-level searches in the world.

Today, we work across 30 countries to help our clients accelerate their performance and respond to new opportunities and challenges. We continue to raise the bar in serving our clients as trusted leadership advisors.

About the Role

The Executive Assistant (EA), based in our Melbourne office at 101 Collins Street, provides proactive, high-quality administrative, project and organisational support. The role ensures time and priorities are managed effectively, enabling leaders to focus on client delivery, business development, and firm initiatives.

Key Responsibilities

This role provides high-level executive and business support, ensuring efficient management of schedules, communications, client engagement activities, and administrative processes. The position is highly customer-facing, engaging with sophisticated and time poor executives. You will showcase incredible customer engagement skills and bring a track record of driving efficiency in a complex professional environment. You’ll proactively coordinate meetings, travel, events, documentation and expenses while anticipating leadership needs and managing competing priorities.

The EA will be responsible for client relationship management through CRM systems, maintaining accurate client data, coordinating client interactions, managing contracts and engagement processes, and fostering strong relationships with internal and external stakeholders. Previously NASDAQ-listed and now under private equity ownership (Advent International), Heidrick & Struggles is investing heavily in emerging tools and technologies to amplify the impact of all that we do.

The position ensures effective use of firm systems and compliance with operational policies, maintaining accurate records, reporting, documentation, and data integrity across platforms such as Salesforce, PeopleSoft, Box, Outlook, and Microsoft Office applications.

The role also serves as a collaborative partner within the broader Executive Assistant and consulting teams, promoting best practices, continuous improvement, and a positive team culture. A strong focus is placed on professionalism, discretion, confidentiality, and representing the firm's values. You will be a culture carrier across the Melbourne office and the firm more broadly.

Key Attributes and Competencies

Strong judgment, discretion, and professionalism.

Excellent organisation, time management, and attention to detail.

Proactive, adaptable, and solutions-focused under pressure.

Strong stakeholder and relationship management skills.

Team-oriented, collaborative, and committed to continuous improvement.

High degree of confidentiality and integrity.

Ability to produce and edit professional documents, presentations, and reports (PowerPoint, Word, Excel).

This is a fantastic opportunity to join a global organisation and work in a supportive environment with a highly experienced and professional team.

Additional information on our company can be found at www.heidrick.com.