Spencer Stuart’s ambition is to be the preeminent leadership advisory firm in the world with the most desirable workplace in leadership consulting. Our people are key to achieving this goal. The firm has created a new position for an individual to serve as the Administrative Manager. Collaborating with the respective Office Managers, this person will assist in and enhance the administrative and operation functions of each office; attracting, developing and retaining a diverse team of 17+ executive assistant and administrative staff. She will contribute to a supportive and inclusive work environment.
The skill set for this position includes people leadership and capability building, strong collaboration and influencing skills, and good judgment. Successful candidates for the Administrative Manager position will have strong organizational skills, a results orientation and rigorous attention to details. S/he will be a leader for the administrative team and have the interpersonal skills to succeed in an environment that is both high performing and relationship driven.
Reports to: Director of Operations, Mexico
Direct Reports: Engagement Administrators (EA), Receptionist
Other Key Relationships:
KEY RESPONSIBILITIES
Training, Development and Mentoring
Work closely with the Director of Operations, Mexico in the areas of employee training, development and mentoring to ensure consistency among the administrative staffs.
Identify, build and maintain a strong administrative staff through effective hiring, training, evaluation/feedback and succession programs.
Provide effective, ongoing orientation, training and development of Engagement Administrator staff, including monthly EA meetings.
Create an environment in which the administrative staff is motivated, given proper direction, has the opportunity to succeed and regularly given performance feedback.
Workflow Management
On a day-to-day basis, coordinate EA workflow to ensure effective coverage of all consultants' support requirements, including coordinating overall assignments, vacation coverage planning, etc.
Provide/facilitate short-term support to accommodate temporary absences of EAs with minimum disruption.
Manage use of outside support services and temporary employees to ensure cost-effective, high-quality support.
People Management
Develop and implement appropriate policies, practices, systems and procedures to continuously improve the productivity, quality and morale of the EA staff.
Manage the recruitment and selection of new EA staff, working in close cooperation with the Human Resources Business Partner and the consulting staff.
Coordinate performance and salary reviews, working in close cooperation with the consulting staff and Human Resources Business Partner.
In coordination with HR, implement effective human resource management systems and procedures.
Establish and maintain all EA- staff personnel files, working within Workday and in close cooperation with designated corporate staff.
Approve EA weekly time sheets in Workday.
Instill a universal attitude of collaboration among administrative staff.
Working closely with HR assisting with personnel issues with the administrative team.
Quality
Setting the clear standard for quality and providing opportunities to share best practices
Maintain adherence to the Spencer Stuart “Document Standards” format book.
Monitor proofreading performance by EAs.
Ensure administrative team is trained and knowledgeable on Quest and are maintaining the quality and integrity of information in Quest on a timely and accurate basis.
Review completed Client Satisfaction Surveys and act on information contained therein, as appropriate.
Meeting Planning
Assist in the planning of mid-year and year-end meetings, including agenda development.
Coordinate or oversee the planning of corporate employee events, including summer outings, holiday parties, etc.
Office Management
Aid the Director of Operations in the smooth and efficient operation of the office(s) on a day-to-day basis.
Act as liaison between Director of Operations, consultants, administrative and associate/analyst staff.
Assist in the collection of accounts receivables.
Assist Engagement Administrators in the invoicing of clients, which may include ensuring that billing worksheets are reviewed by consultants and/or Engagement Administrators in a timely manner, approving worksheets and authorizing billing arrangements and write-offs.
Audit and/or approve expense reports on behalf of Office/ Managers
Authorize all office bills and process for payment.
Facilities/Systems Management
This will be guided by particular office needs and may be owned or delegated as appropriate.
Oversee or provide or oversee the effective, day-to-day management of all office systems, equipment and materials.
Oversee the maintenance of the kitchen, storeroom and reception areas to ensure that all are appropriately supplied
Serve as point of contact for or oversee communications with building management – i.e., repair and service requests, security and cleaning crew. Disseminate to the office staff information received from building management regarding events and services.
Work with Director of Operations to monitor term of lease and office space requirements (case-by-case).
Manage or oversee the management of office construction projects and ensure deadlines are met on a timely basis.
Work with corporate real estate team to oversee the management of the architects, building contractors, painters, electricians, plumbers, HVAC, telephone and network cabling, woodworkers, furniture, etc.
Ensure that compliance with building safety is met by all Spencer Stuart employees.
Purchasing
This will be guided by particular office needs and may be owned or delegated as appropriate.
Coordinate or oversee the purchase, inventory and storage of all office staples and stationery supplies, including firm brochures.
Working with corporate staff, establish and maintain various vendor relationships to ensure best pricing and cost efficiency.
Coordinate or oversee the purchase and inventory of all food/beverage items.
Working with the corporate purchasing function, investigate, recommend and purchase major office equipment, i.e., copiers, fax machines, phone systems and mailing equipment.
IDEAL EXPERIENCE
10+ years of business experience
At least ten years of experience in executive administrative functions, talent management or professional development. Ideally has experience with reporting lines across geographies.
People leadership
Demonstrates interest and aptitude in providing career development leadership. Ideally has experience leading and managing a large team.
Experience working in a high-performance environment
Experience working in a high-performance, fast-paced environment in a role where multiple projects and competing demands are the norm.
Academic and skill-based credentials
An undergraduate degree is desirable but not mandatory. Proficiency in MS Applications (Word, Outlook, PowerPoint, Excel) is expected. Experience proofreading and editing client documents or other significant editing/proofreading experience is required.
Communication
Strong command of spoken and written English, including grammar, clarity, and tone.
CRITICAL COMPETENCIES FOR SUCCESS
People Management
Builds, develops and motivates a collaborative and productive administrative team as measured by firm and office metrics (including performance reviews, 360 feedback, attrition and informal feedback) to consistently meet client, consultant and office staff expectations. This needs to be done in a fast-moving environment where there are conflicting demands from diverse personalities, tight deadline requirements, and fluctuating workloads. The successful Administrative Manager will achieve this by:
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Recruiting, training and mentoring staff through the implementation of office and firm hiring, training, performance management and succession programs.
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Using strong interpersonal, communication, coaching and mentoring skills to motivate the EAs to embrace change and address client and team needs by matching the skills and experience of team members to generate the highest quality outcomes in the most efficient way while balancing skills, relevant experience and development needs of team members.
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Leading by example, including communicating clearly and concisely to the team his/her priorities and the firm’s vision.
Stakeholder Management
Can effectively manage fast-moving, dynamic stakeholders in a highly matrixed organization. Communicates confidently and with presence across all levels of stakeholder, including peer Admin team leaders.
Seeks to collaborate and develop strong partnerships with all stakeholders.
Office Operations
Manages a productive work environment and optimizes the availability and use of resources (e.g., facilities, systems) so that office personnel are able to meet the needs and obligations of clients, the firm (e.g., compliance, financial) and each other. This needs to be done against a backdrop of heavy workloads, conflicting expectations, diverse personalities and multiple demands. The successful Administrative Manager will achieve this by:
Ensuring cost-effective, high-quality coverage of all consultants' support requirements on a day-to-day basis by coordinating EA workflow and providing short-term support to accommodate temporary absences using outside support services and temporary employees.
Overseeing the purchase, inventory, operation and/or storage of all office systems and supplies by establishing and maintaining vendor relationships and working with corporate staff to ensure best pricing and cost efficiency while adhering to budget and financial guidelines.
Coordinating fiscal activities in conjunction with the Director of Operations by tracking receivables, ensuring the accuracy of billing, monitoring expenses and processing payments.
Maintaining an efficient and safe physical environment by ensuring office staff compliance with building and safety guidelines, and working with corporate staff and vendors to maintain, repair and/or build out facilities.
OTHER PERSONAL CHARACTERISTICS
A competent and mature individual with excellent corporate and personal credentials who exhibits high ethics, values and morals.
Able to effectively adapt to and navigate different environments and cultures.
A high-energy, team-oriented manager who exhibits a strong interest and enthusiasm for leading by example and instilling confidence in his/her staff.
A consultative and collaborative individual who genuinely enjoys coaching and mentoring.
Someone who is anxious to work with others in determining how to address the firm's needs and opportunities through development of appropriate procedures and best practices.
A creative/innovative thinker.
Someone who is willing to take ownership.
A doer and not just a manager; able to roll up his/her sleeves and get hands dirty.
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