Executive Assistant/Engagement Administrator

Spencer Stuart is looking to recruit several Executive Assistants. Opportunities are available in in our New York, Chicago, San Francisco, Los Angeles, Boston, Philadelphia, Chicago, Stamford or Seattle offices.

The Executive Assistant/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 Assistant 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

The EA’s primary responsibility will be to provide administrative support to one or two dedicated executive search consultant(s) and assist other members of the office staff to balance the workload of the office. Additional responsibilities include:

• 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.

Ideal Experience

• Minimum of 5-7 years of experience as an executive assistant. Experience in a professional services environment is preferable.
• Strong project coordination/management skills. Experience coordinating complex logistics and projects with multiple stakeholders.
• Excellent Written and Verbal Communication Skills
• Expert User of Office Applications (Word, Excel, PowerPoint and 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

• Communication and Relationship Management
• Project Coordination/Management
• Quality

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 judgement; the ability to make sound decisions and work autonomously in the absence of constant supervision.
• Proactive; takes steps to prevent problems before they occur.

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.

All Spencer Stuart employees in the US must be vaccinated against COVID-19. We will provide reasonable accommodations for medical, disability or religious reasons or other legally required exemptions.