Executive Assistant

About Heidrick & Struggles

Heidrick & Struggles is a premier global advisor specializing in executive leadership, committed to enhancing client performance via top-tier human capital leadership advisory services. With over 70 years of experience, the firm excels in identifying and empowering exceptional leaders and teams worldwide.

Role Overview and Responsibilities

The Executive Assistant (EA) plays a pivotal role in supporting the search team by managing project and business administration throughout the entire executive search process. Key duties encompass preparing and managing documents, coordinating scheduling for candidate and client interviews and meetings, handling accounts receivable and payable, processing expense reports, overseeing correspondence and file organization, and solving problems related to search execution and administrative operations.

• Oversee administrative tasks within all search team assignments.
• Edit, format, proofread, prepare, and send client deliverables accurately.
• Manage consultants' calendars efficiently.
• Arrange travel itineraries for consultants, clients, and candidates involved in the search process.
• Support account management and client relationships, including consultant expenses, invoicing, receivables, and financial reporting.
• Establish and maintain effective file management and follow-up systems for search operations.
• Schedule and prioritize communications with clients and candidates via phone and email.
• Verify academic credentials of candidates.
• Build and sustain strong rapport with clients and candidates.
• Ensure the accuracy and integrity of all search data in the company database.
• Engage in company training programs and keep current with industry-related knowledge.
• Maintain confidentiality of all client, candidate, and company information.
• Provide reception cover and assist fellow Executive Assistants as needed.
• Collaborate with Associates or Research Associates on database research and record coding when required.

Qualifications and Experience

• Fluency in both German and English, spoken and written, is essential.
• Minimum high school diploma required, though a college degree is preferred.
• At least five years of experience in administrative roles emphasizing project coordination.
• Strong business sense and financial literacy.
• Proficient in Microsoft Office suite with keyboarding speed of at least 60 words per minute; familiarity with proprietary databases is advantageous.
• Excellent skills in verbal, written, and listening communication.
• Experience managing communications at all organizational levels involving complex or sensitive information.
• Experience within professional services is a plus.

Behavioral Competencies

• Maintains internal and external awareness; communicates across departments and addresses business process challenges proactively.
• Employs analytical thinking to weigh options and synthesize detailed evaluations.
• Demonstrates creative thinking by continuously seeking improvement and embracing new ideas.
• Focuses on client needs with self-confidence, determination, resilience, and a results-oriented approach.
• Builds and nurtures effective relationships proactively.
• Effectively manages projects, priorities, and multitasks in line with team objectives.
• Adopts best practices to boost organizational effectiveness and competitiveness.
• Participates in mentoring and coaching new staff to enhance team capabilities.
• Committed to high-quality standards and providing constructive feedback.
• Promotes enthusiasm for company strategy and initiatives within the team.
• Exemplifies strong business ethics including integrity, confidentiality, and discretion.
• Works harmoniously within a team and maintains composure in a dynamic, fast-paced environment.
• Flexibility to work overtime as required.

Additional Information

The role requires availability Monday to Friday during regular office hours. The company is an equal opportunity employer valuing diversity and inclusiveness and provides reasonable accommodations throughout the recruitment process upon request.