LAS, Executive Engagement Administrator

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: New York

Full/Part Time: Full time

Req ID: R3813

Position Summary

The LAS (Leadership Advisory Services) Engagement Administrator is an integral member of the Leadership Advisory Services (LAS) team, working closely with consultants, associates, project managers and business development teams to ensure the timely, efficient and successful completion of each assignment. The LAS Engagement Administrator understands the scope of all projects; keeps all parts of the process organized and running according to plan, serves as a key contact with clients and executives and ensures all documentation has been administered and collected. S/he is responsible for the production of multiple documents throughout the process, and for ensuring all are best in class.

The base compensation range for this position is $100k -$110k 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 competitive benefits package, which includes:

• Retirement savings plan with discretionary profit sharing contribution and employer match;
• PTO (minimum 15 days per year, increases with tenure), paid sick time (10 days per year), company holidays (12 days per year), and paid leaves of absence when applicable;
• Comprehensive health benefits, including medical, dental, and vision insurance, and healthcare flexible spending account;
• Life Insurance, and short-term and long-term disability insurance;
• Wellness benefits, including an employee assistance program, virtual mental health program, and mindfulness program; and
• Voluntary benefit options, including supplemental life insurance, identity theft protection, and whole life insurance with long-term care and critical illness coverage.

Key Relationships

Reports to:

• Administrative Manager (solid line)
• Administrative Practice Leader (dotted line)
• One or two executive consultant(s) (dotted line)

Other Key Relationships:

• Assigned Mentor(s)
• Project Coordinators
• Consultants
• Corporate Office Staff
• Associates and Analysts
• Administrative Staff

Key Responsibilities

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

• Understand the scope of all assignments which have been outlined and approved including deliverables, timetables, objectives, key stakeholders and capacity. Maintain and keep the team aligned; communicate with the client by setting times and dates for meetings and relaying next steps, deliverables and concerns.

• Responsible for the assignment administration.
  
  • Assist in the production of client engagement letters and follow up on receipt of signed documentation from clients and participants as necessary. Open assignments in Quest as required per the terms of the engagement letter and Quest booking guidelines.
  • Ensure that clients are properly billed in accordance with special terms and adjust throughout the assignment as needed; monitor accounts receivables; review monthly client billing worksheets and consultant corporate card statements for charges to be allocated to relevant assignments.
  • Close out completed assignments and organize all materials associated with the assignment in accordance with audit and LAS Practice requirements.
  • Work closely with client organizations to schedule meetings and resources for one-on-one meetings up to large workshops, including assistance with hotel reservations, air travel, directions and any other assignment-related requirements.
  • In accordance with the firm's brand standards, prepare, store and manage all production work associated with an assignment from start to finish, including qualifications packages for potential new assignments, proposals and engagement letters, presentations, assessment reports, surveys, closeout letters, and participant and client correspondence across multiple platforms.
  • Manage and maintain consultant(s) calendar and coordinate travel 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, document proofreading and quality assurance, client meeting preparation, Engagement Administrator mentoring, 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 or comparable position. 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
• Excellent proofreading skills, including reading for content and messaging
• 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. Advanced PowerPoint skills a must.
• An undergraduate degree is desirable

Critical Capabilities

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

Project Coordination/Management:

Proactively manage projects to ensure smooth and high-quality outcomes while working on multiple assignments with differing priorities and abbreviated timelines that involve team members with varying communication and execution styles. Take the lead in the timely and efficient scheduling of candidate/client meetings, ensuring that all parties are kept informed, and all details are confirmed and communicated. Identify the varied resources needed and available to deal with multi-dimensional tasks and putting together a realistic and achievable work plan. Leverage technology such as Outlook, the Microsoft suite of products, and a relational database to their fullest potential in a fast-paced environment.

The ideal candidate will do this by:

• Building collaborative relationships externally and internally, including with individuals in other Spencer Stuart offices.
• Participating in and guiding teams while fostering an environment of mutual trust.
• Identifying and assisting in managing the needs and expectations of the internal and external team.
• Communicating appropriately and effectively with all levels and diverse cultures.
• Demonstrating effectual presence through high-level, written and oral communication skills.
• Providing constructive guidance and feedback, and openly receiving the same.
• Remaining optimistic and positive - even when under stress - facing challenges by looking for solutions and offering support to colleagues who are in need.

Collaborating and Influencing:

Demonstrate the ability to engage and influence (up; down and across) with others and help navigate complex challenges and create enduring partnerships. Become a strong thought partner to your consultant and LAS pod. Persuade or inspire them to put forth their efforts toward the clear objective you have defined.

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.
• 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 judgment; the ability to make sound decisions and work autonomously in the absence of constant supervision.
• Proactive; takes steps to prevent problems before they occur.
• Assertive; confidently push back when necessary while maintaining positive relationships and high standards.

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.

Please see job description

PI237878488