Executive Assistant

Heidrick; Amsterdam; On-site; EUR 42,000 - 64,000; Full time

Job summary

Heidrick & Struggles, a premier executive leadership advisor, seeks an experienced Executive Assistant in Amsterdam to support the search team across scheduling, document management, and client relations. You will prepare travel itineraries, manage calendars, handle invoices, and maintain confidential information with professionalism.

Strong organizational and communication skills are essential, along with a minimum of five years in similar roles and familiarity with proprietary databases.

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

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

Skills

Administrative experience

Microsoft Office

Communication skills

Interpersonal skills

Business acumen

Financial awareness

Education

High school diploma

College degree

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

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

Specific 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,