Executive Engagement Administrator

Spencer Stuart; New York (NY); On-site; USD 105,000 - 115,000; Full time

Benefits offered by this job

Retirement savings plan

Comprehensive health benefits

PTO and paid sick time

Wellness benefits

Job summary

A global consulting firm in New York is seeking an Executive Engagement Administrator. This role involves coordinating administrative tasks, managing client interactions, and ensuring the smooth execution of search assignments. The ideal candidate has 5-7 years of experience in a professional services environment and is adept at managing complex logistics. A client-focused attitude and excellent organizational skills are a must for this full-time position.

Qualifications

• Minimum 5-7 years of experience as an Executive Engagement Administrator.
• Experience coordinating complex logistics and projects.
• Typing speed of 65 WPM or more.

Responsibilities

• Manage the execution of search assignments from start to finish.
• Ensure timely billing and monitor accounts receivables.
• Communicate with clients and candidates professionally.

Skills

Expert user of Office Applications

Strong organization and prioritization abilities

Communication skills

Client orientation

Education

Undergraduate degree

Tools

Databases

Job description

Join to apply for the Executive Engagement Administrator role at Spencer Stuart.

The 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 Responsibilities

• 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.

Qualifications

• Minimum 5-7 years of experience as an Executive Engagement Administrator.
• Experience in a professional services environment is preferable.
• Experience coordinating complex logistics and projects with multiple stakeholders.
• Expert user of Office Applications (Word, Excel, PowerPoint, Outlook).
• Experience working with a database is considered a significant asset.
• Typing speed of 65 WPM or more.
• An undergraduate degree is desirable.

Critical 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.

Ideal candidate skills

• 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.

The base compensation range for this position is $105k-$115k per year. The actual base compensation offered within this range will be dependent on the individual’s skills, experiences, and qualifications. This position will be eligible to participate in our annual discretionary bonus program.

Benefits

• Retirement savings plan with discretionary profit sharing contribution and employer match;
• PTO (minimum 15 days per year, increases with tenure), paid sick time (10 days per year), company holidays (12 days per year), and paid leaves of absence when applicable;
• Comprehensive health benefits, including medical, dental, and vision insurance, and healthcare flexible spending account;
• Life Insurance, and short-term and long-term disability insurance;
• Wellness benefits, including an employee assistance program, virtual mental health program, and mindfulness program; and
• Voluntary benefit options, including supplemental life insurance, identity theft protection, and whole life insurance with long-term care and critical illness coverage.

Senior Level

Associate

Employment Type

Full-time

Job Function

Administrative

Industries

Business Consulting and Services, Staffing and Recruiting, and Human Resources Services

Additional Information

To see and hear more about our organization, its culture and values, as well as what it’s like to work at Spencer Stuart, please visit https://www.spencerstuart.com/who-we-are/careers-at-spencer-stuart

In order to be considered for this role you must complete an application on Spencer Stuart's website. We will not be able to consider your candidacy unless an application is received.

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.