{"id":4316076,"url":"https://alion.io/job/heidrick-struggles-project-administrator","title":"Project Administrator","company":{"id":1841224,"name":"Heidrick & Struggles","domain":"heidrick.com","url":"https://alion.io/company/heidrick","size_band":"1001-5000","is_staffing_agency":true,"employer_type":"agency","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"B","score":81,"open_postings":4,"ghost_share":0,"stale_share":0.75,"repost_share":0,"time_to_fill_p50_days":30,"computed_at":"2026-11-14T05:58:10Z"}},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Tampa, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":null,"experience_years_min":2,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false}],"status":"live","first_seen_at":"2026-11-13T00:00:00Z","employer_posted_date":"2026-11-13","last_verified_at":"2026-11-14T16:06:04Z","board_verified":true,"closed_at":null,"days_open":1,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":1},"description":"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. Learn more atwww.heidrick.com\nJob Description:\nHeidrick & Struggles has an established Center of Excellence (COE) for Office Administration in Tampa, FL built to drive new levels of effiency and value by consolidating support functions, leveraging staff to provide more comprehensive coverage and focusing on continuous process improvement.\nAs a key member of the COE, the Project Administrator(PA) is the leader of multiple projects and business administration support to team(s) in all aspects of Executive Search and/or Heidrick Consulting. The Project Administrator drives search and consulting processes with high attention to detail, curiosity, proactiveness, along with strong operational, communication and software skills. This role is critical to the success of the firm in executing high touch delivery in serving our clients and building strong leadership teams.\nSpecific Responsibilities Include:\nIn line with the Center of Excellence model, lead administrationfor assigned client and/or consultant engagements, beginning with business development support and executing throughout the life of engagements and assigned work.\n\nOrchestrate smooth-running engagement operations while juggling multiple, critical responsibilities including, managing a high volume of calendar management for candidates, clients, and Consultant(s); maintaining composure under pressure; safeguarding confidential information; and organizing critical documentation with utmost accuracy.\n\nCollaborate daily with the COE team and internal stakeholders to drive the delivery of high-quality client deliverables, efficiently and ontime.\n\nPartner with our travel vendor to prepare itinerariesfor Consultants, clients, and candidates simultaneously while managing other daily responsibilities.\n\nSupport teams with account management and client relationships, including Consultant and candidate expenses, client invoices/receivables and other financial reports as needed.\n\nSupport data entry, progressing client opportunities through business development stages; capture key business development activities and maintain client contacts in Heidrick’s CRM.\n\nPrepare and manage Consultant expenses in line with client requirements and Heidrick policy.\n\nOrder and manage proprietary and non-proprietary diagnostic tools e.g. Hogan, Culture Signature, LAQ self, LAQ 360.\n\nManage the full lifecycle process of engagments in Latitude, our CRM. Organize documentation following firm policy and documentation guidelines as it relates to client proposals, engagement letters, position specifications, contracts, candidate reports, degree verifications, reference reports, offer letters, etc.\n\nLead assigned client and candidate communications through scheduling and prioritizing telephone, video conferencing and email communication.\n\nContribute to the financial health of engagements by ensuring payments are received, candidate and Consultant expenses are reimbursed/expensed timely, and the overall financial performance of client projects is reviewed.\n\nVerify degrees and conduct background checks of candidates.\n\nFormat, edit, proofread, prepare and transmit client deliverables as requested.\n\nBuild strong relationships and good rapport with candidates and clients.\n\nMaintain the accuracy, quality and integrity of all data in Heidrick’s proprietary database.\n\nConserve client, candidate and companywideconfidentiality.\n\nContinuously develop job-related skills by attending Heidrick’s Learning & Development programs, internal Heidrick Consulting and Executive Search specific trainingand keeping current with job/industry-related reading.\n\nProvide back-up assistance to other PAs as needed.\n\nQualifications & Experience\nThe successful PA candidate will have:\nHigh school education required; college degree desired.\n\nTwo to five years of administrative experience in roles requiring strong project coordination.\n\nA polished, professional demeanor, exuding executive presence.\n\nDemonstrate a business acumen and financial aptitude.\n\nExceptional analytical thinking and problem-solving skills.\n\nExcellent communication skills-verbal, written and listening.\n\nThe ability to collaborate with all levels of an organization, receive and provide complex and sensitive information.\n\nProficient knowledge of all Microsoft Office products.\n\nExperience with proprietary database environments, a plus.\n\nProfessional services experience, a plus.\n\nBehavioral Competencies\nExternal and internal awareness:\nMaintains personal contacts across the internal organization and appropriately shares information.\n\nAddresses business process issues proactively with other areas, as necessary.\n\nCreative Thinking:\nSets a personal example of seeking out new approaches and establish efficiencies.\n\nOpen to new ideas and approaches. Flexible\n\nGenerates new ideas.\n\nThinks ahead on behalf of the team.\n\nClient Orientation:\nConstantly hones understanding and responsiveness to internal and external client requirements, goals and issues.\n\nSelf-confidence and determination:\nManages most situations in a calm, steady, “can-do” manner.\n\nDemonstrates self-confidence; resilient.\n\nDemonstrates a focus on results over time; resourceful, tenacious.\n\nRelationship building:\nTakes the time to maintain relationships and create new ones.\n\nDriving results:\nManages projects, activities and resources according to team strategy effectively.\n\nSets priorities and reviews progress against goals regularly.\n\nAbility to switch gears and multitask efficiently and effectively.\n\nBest practice perspective:\nSeeks to adopt best practices to increase effectiveness and organization competitiveness.\n\nEager to participate in the coaching and mentoring of new employees through formal and informal learning programs and relationships.\n\nPossesses strong personal commitment to quality standards and meeting quality expectations.\n\nGives constructive feedback and recommends suggestions for improvement, where appropriate.\n\nOrganizational buy-in:\nGenerates enthusiasm for Company strategies and key initiatives.\n\nEnergizes others with whom he/she is in regular contact.\n\nPersonal Characteristics\nConsistently motivated to achieve optimal results through business ethics (honesty, integrity, confidentiality, discretion) in all situations.\n\nDemonstrates high level of initiative, strong communication skills and thoroughness.\n\nMaintains composure in fast-paced, rapidly changing environment.\n\nAdditional Requirements\nAvailable to work Monday through Friday during regular business hours.\n\nFlexible to be available as needed to respond to business needs outside of regular business hours.\n\nLocated within daily commuting distance to the Tampa office. This role benefits from our Flexible Workspace Policy, but is not eligible to be permanently remote.\n\nHeidrick & 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.\nHeidrick & Struggles is committed to providing reasonable accommodations and/or adjustments during our recruitment process. 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