Administrative Assistant

ABOUT HEIDRICK & STRUGGLES

Heidrick & Struggles 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 www.heidrick.com.

Position Summary

We are looking for a detail-oriented and organized Administrative Assistant to support the Contract Manager in document management, tender preparation, and client communications. 

The primary focus of this role is assisting with project documentation, contract-related paperwork, participation in client calls, coordination of invoice payments, and support in tender submission processes.

 Role Responsibilities

Document & Contract Support

• Assist the Contract Manager with preparation, formatting, and organization of contracts and project documentation.
• Maintain accurate records of contracts, amendments, and related correspondence.
• Track document versions and ensure proper filing in internal systems.
• Support document collection and compliance checks.

Tender Preparation Support

• Assist in preparation and compilation of tender documentation packages.
• Collect required administrative and compliance documents for tender submissions.
• Ensure all tender documents meet formatting and submission requirements.
• Track tender deadlines and submission timelines.

Client Communication

• Participate in client calls together with the Contract Manager.
• Communicate with clients regarding project documentation requirements.
• Follow up with clients on missing documents or required approvals.
• Coordinate communication related to invoice processing and payment status.
• Maintain professional and clear written communication via email.

Invoice & Payment Coordination

• Assist in tracking issued invoices and payment deadlines.
• Follow up with clients regarding outstanding payments.
• Maintain payment records and update internal tracking systems.

Main requirements

• 2–3 years of experience in administrative support, contract support, or tender coordination.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills in English.
• Experience working with documentation and record-keeping systems.
• Proficiency in MS Office (Word, Excel, Outlook) or Google Workspace.
• Ability to manage multiple tasks and meet deadlines.

Preferred Qualifications

• Experience supporting a Contract Manager or Project Manager.
• Experience in tender preparation or bid coordination.
• Basic understanding of contract documentation and invoicing processes.
• Experience working in an international or client-facing environment.

Key Competencies

• Attention to detail.
• Strong communication skills.
• Proactive and responsible approach to work.
• Time management and prioritization.
• Ability to work under deadline pressure (especially during tender periods).

Company offers

• Real growth opportunity within the company.
• Real-time practice in project management skills development.
• Official employment.
• Office + work from home flexible format.
• Corporate mobile and medical insurance coverage, educational trainings, friendly team.