Team Administrator-Executive Search

Executive Search/Recruitment Sector

Team Administrator

Reports to: Head of HR & Operations

£28,000 per annum

City

Permanent 

Purpose 

• Provide administrative and secretarial support for all aspects of assignments, marketing and events
• Reception duties
• Provides holiday cover for EAs and Office Manager

 Key Accountabilities

 Scheduling 

• Liaise with candidates and clients in scheduling interviews.
• Proactively manage Partners diaries.
• Arrange facilities for internal and external interviews – rooms, reception, catering etc.
• Make Partner and candidate travel arrangements where necessary.
• Ensure interviewers receive candidate paperwork prior to interviews.
• Ensure candidates receive job descriptions, confirmations of meetings and attendees and information packs (where appropriate).
• Maintain assignment records.
• Arrange couriers and taxis as appropriate.
• Co-ordinate diaries and organise meetings.
• Answer all phones promptly and courteously.
• Book business development appointments and follow up on BD letters.

Documentation and Correspondence

• Prepare the factual part of a candidate report, ensuring all details are logged on FF
• Assist Partners and researchers with all documentation including letters, proposals, candidate reports, briefs, status reports, research reports etc.
• Confirm all meetings with confirmation letters/emails to candidate and client.
• Prepare and send job specifications and information packs to candidates on the background of the client (where appropriate).
• Process candidate and Partner expense claims – liaising with Accounts.
• Maintain Assignment Files and ensure all relevant information is filed correctly and is up to date.
• Ensure that all shortlist candidates’ academic qualifications are verified.
• Ensure Partners are fully prepared for business development meetings with background information, maps etc.

Administration

• Ensure all candidate records on FF are kept up-to-date, are correct and all key conversations are recorded (where possible).
• Ensure all shortlisted candidate records on FF have the correct documents attached, looking out for duplication.
• Ensure all FF Assignment Files are kept up to date.
• Create and manage mailing and marketing lists and undertake appropriate research projects.
• Helping with the creation of marketing material and writing content
• Proof reading
• Posting and scheduling updates on social media
• Uploading content and pictures onto website
• Manage unsolicited CVs.
• On assignment completion ensure that all unsuccessful candidates have been turned off and filed correctly. Complete the assignment checklist and ensure it is signed by yourself and the Partner.

 Qualifications and Skills 

• Excellent organisation and time management skills.
• Strong service ethic.
• Positive and constructive attitude.
• First class interpersonal skills.
• Responsive and flexible when dealing with others.
• High level of initiative and judgement.
• Process driven
• Able to prioritise, plan ahead and anticipate needs.
• Team player – work well with others to accomplish goals.
• Able to work under pressure.
• Speed and accuracy.
• Good at writing
• IT Skills – Word, Excel, Power Point etc.
• Database experience.
• Audio typing.
• Active on social media or an interest in this as well as experience of websites and design skills is desirable

Please send your CV for immediate consideration.