Overview

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.

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

Specific responsibilities include:

- 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 company‑wide 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
- Demonstrated business acumen and financial awareness
- Proficient knowledge of all Microsoft Office products
- Minimum keyboarding skills of 60 words per minute
- 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 or 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, when needed.

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. Heidrick & Struggles is committed to providing reasonable accommodations and/or adjustments during our recruitment process. If you are selected for an interview and require an accommodation and/or adjustment, please inform your Talent Acquisition qualified.

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📌 Executive Assistant (Melbourne)
🏢 Heidrick & Struggles International
📍 Melbourne