Executive Engagement Administrator

EXECUTIVE ENGAGEMENT ADMINISRATORKEY RELATIONSHIPSReports to- Administrative Manager, Mexico City (solid line)- Administrative Manager, Americas (dotted line)- One or two executive consultant(s) (dotted line)Other key relationships- Assigned Mentor(s)- Executive Engagement Administrators- Consultants- Associates and Analysts- Mexico City office teamKEY RESPONSIBILITIESThe EEA’s primary responsibility will be to provide administrative and project support to various executive search consultant(s) and practice(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:- Close out completed searches and organize all material associated with the search in accordance with audit 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, EEA mentor, special office projects, social functions and any other tasks identified by the office Administrative Manager on an ad-hoc basis.IDEAL EXPERIENCEMinimum of 5-7 years of experience as an Executive Assistant or comparable positionExperience in a professional services environment is preferable.Minimum of 1-2 years of experience working within a global organization, ideally in teams across LATAM and AmericasCultural savviness/openness; ability to adapt to, and collaborate with, multiple country and regional culturesStrong project coordination/management skillsExperience coordinating complex logistics and projects with multiple stakeholders.Excellent written and verbal communication skillsExperience communicating with stakeholders at the board, c-suite, and senior executive levels.Excellent proofreading skills, including reading for content and messagingExpert 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 preferredCRITICAL CAPABILITIESAs measured by year-end performance appraisal and ongoing client, consultant and peer feedback.Communication and Relationship Management:Communicate clearly and interact with others in a manner that demonstrates and inspires confidence. Establish and sustain relationships in order to build and strengthen a network of individuals who work cooperatively with each other, including the ability to interact with very senior-level clients and participants with the highest degree of professionalism at all times. Demonstrate a team approach and reinforce collaboration in all internal/external interactions to support work balance among the team and within the office. Exhibit a client-focused attitude in the work environment.Project Coordination/Management:Proactively manage projects to ensure smooth and high-quality outcomes while working on multiple assignments with competing priorities and abbreviated timelines that involve team members with varying communication and execution styles. Take the lead in the timely and efficient scheduling of participant and 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 put 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.- Building collaborative relationships externally and internally, including with individuals in other Spencer Stuart offices and practices.- 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.- Effective 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 - and facing challenges by looking for solutions, offering support to colleagues who are in need and reaching out for support when needed.Quality:Demonstrate ethical, sound professional practices and persona