Office Administrator

Who We Are:

Heidrick & Struggles (Nasdaq: HSII) is a premier provider of global leadership advisory and on-demand talent solutions, serving the senior-level talent and consulting needs of the world's top organizations. In our role as trusted leadership advisors, we partner with our clients to develop future-ready leaders and organizations, bringing together our services and offerings in executive search, diversity and inclusion, leadership assessment and development, organization and team acceleration, culture shaping and on-demand, independent talent solutions. Heidrick & Struggles pioneered the profession of executive search more than 70 years ago. Today, the firm provides integrated talent and human capital solutions to help our clients change the world, one leadership team at a time.®

Additional information on the firm can be found at

The Role:

The Office Administrator (OA) plays a critical role in ensuring the smooth and efficient running of the office, supporting its day-to-day administrative needs across finance, HR, technology and facilities. The OA partners closely with the local Partner-in-Charge (PIC), the Finance & Operations Manager, the HR Business Partner, and works with the local office EAs and receptionist. The role requires strong organizational skills, attention to detail and the ability to proactively manage and resolve office-related issues.

Job Responsibilities:

Office Administration & Operations

• Monitor the OA inbox.
• Pick up reception calls alongside EAs.
• Welcome visitors, prepare rooms, arrange refreshments as needed.
• Provide general office assistance as part of the team, supporting colleagues when necessary.
• Organize catering for office lunches, client meetings and internal events.
• Keep his/her manager regularly informed of local office issues and proactively support solutions.
• Coordinate and manage local subscriptions, magazines and databases with Marketing and IT.
• Act as point of contact for the Building Owner and Reception.
• Represent the Firm in matters of workplace safety; coordinate first aid and fire prevention training.
• Oversee outside vendor service levels and act as first contact for environmental needs (heating, cleaning, lighting, supplies, flowers, etc.), liaising with Supplier Management.
• Monitor and recommend maintenance needs (furniture, painting, repairs).
• Manage car fleet with local suppliers in collaboration with HRBP.
• Take responsibility for office security, including coordination with security firms and badge management.
• Coordinate office moves and expansions with IT and Corporate functions.

Finance & Business Operations

• Act as local coordinator with GBS for client invoicing, expenses and supplier payments.
• Download Accounts Payable invoices from portals and process in the financial system.
• Respond to queries from Global Accounts Payable and Accounts Receivable.
• Register client invoices and support collections in coordination with EAs.
• Act as client contact for administrative issues.
• Support Finance & Operations Manager on financial matters.

Human Resources

• Support recruitment for EA and office administrative roles.
• Coordinate with HRBP on employee relations matters as required.
• Prepare monthly payroll information .
• Oversee local benefit schemes and insurance in collaboration with HRBP and brokers.
• Coordinate onboarding schedules for new hires.
• Supervise time/attendance records, holiday, sickness and overtime tracking.
• Maintain joiner/leaver information.
• Ensure compliance with local and corporate policies, including data protection and employment records.

Information Technology & Supplies

• Coordinate stationery, IT hardware and supply requests with Corporate teams.
• Maintain IT material inventory.
• Ensure IT and phone set-up for newcomers.
• Manage business mobile contracts and phone list updates.

Other

• Provide additional support as needed across office and corporate requirements.

Required Qualifications:

• Proficiency in English (spoken and written)
• Successful completion of secondary school (Diploma di scuola superiore) or a university degree.
• 5+ years of administration experience in roles in similar industries.
• Demonstrated professional business acumen and ethics (honesty, integrity, confidentiality, discretion) in the workplace
• Proficient working experience in all Microsoft Office products
• Demonstrated ability to communicate confidentially, professionally and with good judgment and discretion across all areas of the business as well as external clients and candidates, both written and verbally. This includes sharing complex and sensitive information
• Proven ability to manage concurrent projects, activities and resources, including setting priorities and establishing/reviewing progress against goals
• Strong ability to serve internal stakeholders with a strong sense of service, professionalism, and responsiveness
• Available to work Monday – Friday during normal business hours, flexible to work overtime when needed