Strategic Alliance Manager

Summary

Join Heidrick & Struggles as a Project Administrator in Tampa, FL and lead multiple projects, providing comprehensive business administration support for executive search and consulting teams. You will orchestrate engagement operations, manage calendars, maintain confidentiality, and organize critical documentation. Collaborate with internal stakeholders and external vendors to ensure high-quality deliverables and timely execution. Responsibilities include managing consultant and client expenses, data entry in the CRM, preparing client deliverables, and conducting background checks. This role requires strong project coordination, communication, and analytical skills, along with proficiency in Microsoft Office products. The ideal candidate will possess a polished professional demeanor and a commitment to client service.

Requirements

• High school education required; college degree desired
• Two to five years of administrative experience in roles requiring strong project coordination
• A polished, professional demeanor, exuding executive presence
• Demonstrate a business acumen and financial aptitude
• Exceptional analytical thinking and problem-solving skills
• Excellent communication skills—verbal, written and listening
• The ability to collaborate with all levels of an organization, receive and provide complex and sensitive information
• Proficient knowledge of all Microsoft Office products
• Maintains personal contacts across the internal organization and appropriately shares information
• Addresses business process issues proactively with other areas, as necessary
• Sets a personal example of seeking out new approaches and establish efficiencies
• Open to new ideas and approaches. Flexible
• Generates new ideas
• Thinks ahead on behalf of the team
• Constantly hones understanding and responsiveness to internal and external client requirements, goals and issues
• Manages most situations in a calm, steady, “can-do” manner
• Demonstrates self-confidence; resilient
• Demonstrates a focus on results over time; resourceful, tenacious
• Takes the time to maintain relationships and create new ones
• Manages projects, activities and resources according to team strategy effectively
• Sets priorities and reviews progress against goals regularly
• Ability to switch gears and multitask efficiently and effectively
• Seeks to adopt best practices to increase effectiveness and organization competitiveness
• Eager to participate in the coaching and mentoring of new employees through formal and informal learning programs and relationships
• Possesses strong personal commitment to quality standards and meeting quality expectations
• Gives constructive feedback and recommends suggestions for improvement, where appropriate
• Generates enthusiasm for Company strategies and key initiatives
• Energizes others with whom he/she is in regular contact
• Consistently motivated to achieve optimal results through business ethics (honesty, integrity, confidentiality, discretion) in all situations
• Demonstrates high level of initiative, strong communication skills and thoroughness
• Maintains composure in fast-paced, rapidly changing environment
• Available to work Monday through Friday during regular business hours
• Flexible to be available as needed to respond to business needs outside of regular business hours
• Located within daily commuting distance to the Tampa office. This role benefits from our Flexible Workspace Policy, but is not eligible to be permanently remote

Responsibilities

• Lead administration for assigned client and/or consultant engagements, beginning with business development support and executing throughout the life of engagements and assigned work
• Orchestrate 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
• Collaborate daily with the COE team and internal stakeholders to drive the delivery of high-quality client deliverables, efficiently and ontime
• Partner with our travel vendor to prepare itineraries for Consultants, clients, and candidates simultaneously while managing other daily responsibilities
• Support teams with account management and client relationships, including Consultant and candidate expenses, client invoices/receivables and other financial reports as needed
• Support data entry, progressing client opportunities through business development stages; capture key business development activities and maintain client contacts in Heidrick’s CRM
• Prepare and manage Consultant expenses in line with client requirements and Heidrick policy
• Order and manage proprietary and non-proprietary diagnostic tools e.g. Hogan, Culture Signature, LAQ self, LAQ 360
• Manage the full lifecycle process of engagements 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
• Lead assigned client and candidate communications through scheduling and prioritizing telephone, video conferencing and email communication
• Contribute 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
• Verify degrees and conduct background checks of candidates
• Format, edit, proofread, prepare and transmit client deliverables as requested
• Build strong relationships and good rapport with candidates and clients
• Maintain the accuracy, quality and integrity of all data in Heidrick’s proprietary database
• Conserve client, candidate and companywide confidentiality
• Continuously develop job-related skills by attending Heidrick’s Learning & Development programs, internal Heidrick Consulting and Executive Search specific training and keeping current with job/industry-related reading
• Provide back-up assistance to other PAs as needed

Preferred Qualifications

• Experience with proprietary database environments, a plus
• Professional services experience, a plus