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Executive Assistant

1 miesiąc temu

Warszawa, Mazovia, Polska Heidrick & Struggles Pełny etat

Job Summary

We are seeking an experienced Executive Assistant to provide administrative support to our Industrial Search Team. The successful candidate will be responsible for managing the search process, including document preparation, scheduling, and communication with clients and candidates.

Key Responsibilities

  • Administer the search process for all team assignments, ensuring timely and efficient execution.
  • Prepare and transmit client deliverables, including formatting, editing, and proofreading.
  • Maintain consultant calendars, ensuring seamless coordination of meetings and interviews.
  • Prepare travel itineraries for consultants, clients, and candidates, as needed.
  • Support the search team with account management, client relationships, and financial reporting.
  • Develop and maintain an efficient file management system, ensuring accurate and up-to-date records.
  • Communicate effectively with clients and candidates, scheduling and prioritizing telephone and email correspondence.
  • Verify candidate qualifications and maintain confidentiality throughout the search process.
  • Build strong relationships with clients and candidates, ensuring excellent customer service and rapport.
  • Maintain the accuracy and integrity of search information in our database.
  • Stay up-to-date with industry developments and best practices, attending company learning programs and reading industry-related materials.
  • Contribute to the team and office by providing reception relief and backup assistance to other EAs.

Requirements

  • High school education required; college degree desired.
  • At least five years of administrative experience in roles requiring strong project coordination.
  • Demonstrate business acumen and financial awareness.
  • Proficient in Microsoft Office products, with a minimum keyboarding speed of 60wpm.
  • Excellent communication skills, including verbal, written, and listening abilities.
  • Experience working with people at all levels of an organization, handling complex and sensitive information.
  • Professional services experience a plus.

Behavioral Competencies

  • External and internal awareness: maintains personal contacts across the organization and shares information appropriately.
  • Analytical thinking: develops frameworks to evaluate pros and cons, identifies key issues, and synthesizes detailed analysis.
  • Creative thinking: sets a personal example of seeking new and better ways of doing things, stays open to new ideas, and generates new ideas.
  • Client orientation: constantly hones understanding and responsiveness to client requirements, goals, and issues.
  • Relationship building: takes time to maintain relationships and create new ones.
  • Driving results: manages projects, activities, and resources according to search and team strategy, sets priorities, and reviews progress against goals.
  • Best practice perspective: seeks to adopt best practices to increase effectiveness and organization competitiveness.
  • Organizational buy-in: generates enthusiasm for company strategies and key initiatives.

Personal Characteristics

  • Available to work Monday through Friday during normal office hours.
  • Demonstrates strong business ethics, including honesty, integrity, confidentiality, and discretion.
  • Strong team player.
  • Maintains composure in fast-paced, rapidly changing environments.
  • Displays a sense of humor in the workplace.
  • Flexible to work overtime, as needed.

Equal Opportunity Employer

Heidrick & Struggles is an equal opportunity employer committed to hiring qualified protected veterans and individuals with disabilities. All qualified applicants will be considered for employment without regard to race, color, religion, creed, age, sex, national origin, gender identity or expression, sexual orientation, disability, marital status, veteran or military status, or citizenship status.

Accommodations

If you are selected for an interview and require an accommodation and/or adjustment, please inform your Talent Acquisition professional.