Executive Assistant

About the Company

Heidrick & Struggles is a global leadership advisory firm focused on senior talent and on-demand talent solutions for leading organizations worldwide. The business supports clients through executive search, diversity and inclusion, leadership assessment and development, organization and team acceleration, culture transformation, and independent talent solutions. With more than 70 years of experience in executive search, the company combines talent and human capital expertise to help organizations build stronger leadership teams.

Role Overview

The Executive Assistant supports the Executive Search team with day-to-day administration and project coordination across the full search cycle. This includes managing documents, organizing interviews and meetings, handling expenses and invoices, maintaining files, and resolving issues that arise during search execution and administrative work.

Key Responsibilities

• Prepare, edit, proofread, format, and send client-facing documents and deliverables.
• Manage demanding consultant calendars and coordinate scheduling.
• Work with the travel vendor to arrange travel plans for consultants, clients, and candidates.
• Support client and account management activities, including expense reconciliation, invoice and receivables tracking, and financial reporting.
• Keep search-related records and workflows organized and efficient.
• Maintain regular, professional communication with clients and candidates by phone and email.
• Confirm candidate educational credentials and process background checks using internal systems when required.
• Ensure the accuracy and completeness of search data in the company database, including correct engagement coding.
• Continue building job knowledge through training programs and industry-related reading.
• Protect client, candidate, and company information with strict confidentiality.
• Provide backup support to other Executive Assistants and Project Administrators when needed.
• Assist with database research and record coding alongside Associate practice resources.

Required Qualifications

• Education to GCSE level or an equivalent qualification.
• At least 5 years of administrative experience involving project coordination.
• Strong business judgment and professional ethics, including honesty, integrity, discretion, and confidentiality.
• Good working knowledge of the full Microsoft Office suite.
• Clear, professional written and verbal communication skills, including the ability to handle sensitive and complex information appropriately.
• Ability to juggle multiple concurrent priorities, resources, and deadlines while tracking progress against objectives.
• Availability to work Monday to Friday during standard business hours, with flexibility for overtime when necessary.

Preferred Qualifications

• Experience in a professional services or executive search environment.
• Practical experience using a proprietary database system.
• Ability to build strong relationships with internal colleagues and external clients.
• Comfort working in a fast-moving and changing environment while staying composed.

Additional Information

The company notes that further information about the firm is available on its official website.