Executive Engagement Administrator

Spencer Stuart; Philadelphia (Philadelphia County); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Retirement savings plan

Paid time off

Comprehensive health benefits

Life insurance

Wellness benefits

Job summary

Spencer Stuart is seeking an Executive Engagement Administrator in Philadelphia, PA. This role supports the search execution team as the main contact for clients and candidates, coordinating interviews and travel arrangements.

The ideal candidate has 5-7 years of relevant experience and strong project management skills. The position offers comprehensive health benefits, retirement plans, and paid time off.

Qualifications

• 5-7 years of experience as an Executive Engagement Administrator or in a similar role.
• Professional services experience preferred.
• Typing speed of 65WPM or more.

Responsibilities

• Prepare and manage all delivery documents in the search cycle.
• Coordinate candidate travel and logistics.
• Schedule client and candidate interviews.

Skills

Project coordination

Verbal communication

Written communication

Office applications proficiency

Database experience

Education

Undergraduate degree

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

Position Summary

The Executive Engagement Administrator is a key member of the search execution team, serving as the primary point of contact with clients and candidates, coordinating interviews, travel, and documentation throughout the search process.

Key Responsibilities

• Prepare and manage all delivery documents in the search cycle, including qualification packages, proposals, position specifications, target lists, progress reports, candidate presentations, reference reports, and closeout letters.
• Coordinate candidate travel, hotel reservations, flight bookings, and travel logistics.
• Schedule client and candidate interviews, ensuring all parties are informed and logistics confirmed.
• Maintain client billing accuracy, monitor accounts receivable, review billing worksheets, and allocate expenses to the correct search.
• Manage consultant calendars and support travel arrangements.
• Prepare monthly expense reports and ensure accurate allocation of client‑related costs.
• Support other office activities such as reception coverage, IT liaison, document proofreading, meeting preparation, and special projects.

Ideal Experience & Qualifications

• 5‑7 years of experience as an Executive Engagement Administrator or in a similar role.
• Professional services experience preferred.
• Strong project coordination and management skills.
• Excellent written and verbal communication skills.
• Expert proficiency with Office applications (Word, Excel, PowerPoint, Outlook).
• Experience with a database considered a significant asset.
• Typing speed of 65WPM or more.
• Undergraduate degree desirable.

Benefits

• Retirement savings plan with discretionary profit‑sharing contribution and employer match.
• Paid time off (minimum 15 days per year, increases with tenure), paid sick leave, company holidays, and paid leaves of absence.
• Comprehensive health benefits (medical, dental, vision) and healthcare flexible spending account.
• Life insurance and short‑term/long‑term disability coverage.
• Wellness benefits, including employee assistance, virtual mental health program, and mindfulness program.
• Voluntary benefits such as supplemental life insurance, identity theft protection, and long‑term care coverage.

Equal Employment Opportunity

Spencer Stuart is a proud equal opportunity and affirmative action employer. We are committed to non‑discrimination on the basis of race, ethnicity, color, religion, gender, national origin, disability, and other protected characteristics in compliance with all applicable laws.