SSI (U.S.) Inc. d/b/a Spencer Stuart 

Spencer Stuart is an equal opportunity and affirmative action employer F/M/Disability/Vet/Sexual Orientation/Gender Identity. 

Location: Philadelphia 

Los Angeles 

Full/Part Time: Full time 

Req ID: R4126 

Position Summary 

The Executive 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 Engagement Administrator 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 Relationships 

Reports to: 

Administrative Manager (solid line) 

Administrative Practice Leader (dotted line) 

One or two executive search consultant(s) (dotted line) 

Other Key Relationships: 

Assigned Mentor(s) 

Executive Engagement Administrators 

Consultants 

Corporate Office Staff 

Associates and Analysts 

Administrative Staff 

Key Responsibilities 

The Executive Engagement Administrator's primary responsibility will be to provide administrative and project support to one or two dedicated executive search consultant(s) and by organizing and ensuring all aspects of assignments run smoothly and efficiently and assisting in creating and maintaining relationships with clients. 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. 

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``` - Close out completed searches and organize all material associated with the search in accordance with audit requirements. 

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``` - 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. 

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``` - 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. 

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``` - Manage and maintain consultant(s) calendar and coordinate trip schedules, making all travel and associated arrangements. 

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``` - Prepare monthly expense reports and ensure accuracy of the allocation of client-related expenses. 

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``` - 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 Engagement Administrator 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 desira le 

Critical Capabilities 

As measured by year-end performance appraisal and ongoing client, consultant and peer feedback. 

The ideal candidate will do this by: 

• Building collaborative relationships externally and internally, including with individuals in other Spencer Stuart offices. 

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``` - Participating in and guiding teams while fostering an environment of mutual trust. 

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``` - Identifying and assisting in managing the needs and expectations of the internal and external team. 

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``` - Communicating appropriately and effectively with all levels and diverse cultures. 

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``` - Demonstrating effectual presence through high-level, written and oral communication skills. 

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``` - Providing constructive guidance and feedback, and openly receiving the same. 

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``` - Remaining optimistic and positive - even when under stress - facing challenges by looking for solutions and offering support to colleagues who are in need. 

Quality: 

Demonstrate ethical, sound professional practices and personal accountability. Act in a manner that is consistent with the Firm's values. Hold others accountable to standards of performance. Display a curiosity and desire for knowledge and staying current with colleagues, the Firm and its systems. Regularly invest time in encouraging the team to innovate, continuously improve processes and share knowledge. Gain an understanding of and follow the Firm's policies, procedures and brand standards. Advocate high-quality work by ensuring that client deliverables are thoroughly reviewed and edited. Embrace and actively participate in training opportunities and proactively seek guidance and coaching from peers or corporate trainers to augment or improve skills. Proactively share best practices with the search team by communicating the benefits of improved efficiencies. This could be in the form of informal, on-the-job opportunities or in formal, structured learning opportunities with colleagues. 

Personal Characteristics 

• Strong client orientation; inherent desire to deliver beyond the call of duty. 

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``` - Very strong organization and prioritization abilities. 

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``` - Discretion and sensitivity in dealing with confidential communications and documentation. 

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``` - Endurance and the ability to handle multiple conflicting priorities at once. 

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``` - Solid judgment; the ability to make sound decisions and work autonomously in the absence of constant supervision. 

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``` - Proactive; takes steps to prevent problems before they occur. 

The base compensation range for this position is $90,000-100,000 per year. The actual base compensation offered within this range will be dependent on the individual's skills, experiences, and qualifications. This position will be eligible to participate in our annual discretionary bonus program. 

Spencer Stuart also offers a