Director of Administration / Executive Assistant

Job Description

The Director of Administration / Executive Assistant plays a pivotal role in ensuring seamless operations within TH Bender by providing comprehensive, high-level administrative and executive support as well as project coordination on various functional areas within the organization such as in business administration, search execution and sales/business development. S/He will work closely with the Managing Director and the Consultants while regularly collaborating with the rest of the TH Bender team.

This role covers a wide range of responsibilities covering both strategic and tactical aspects – tailored to the future team member’s interests and capabilities. Tasks include but are not limited to tactical issues like travel support and coordination, scheduling / calendar management, client- and external correspondence, document management and proofreading, IT and accounting liaison to strategic projects including overseeing special projects, social media management, publications and speaking engagements, organizing events, and any other tasks on an ad-hoc basis.

Key Responsibilities:

Schedule and coordinate meetings for the Managing Director and Consultants while working closely with clients and/or members from the client organizations in the scheduling process.

Arrange domestic and international travel itineraries, accommodations, and logistics for the Managing Director and Consultants, and assist with client-candidate meetings that require domestic or international travels.

Track travel expenses of the Managing Director / Consultants and of the candidates (for search execution projects). Prepare travel expense reports and ensure accuracy of allocation of client-related expenses.

Facilitate effective communication with clients, candidates, and other key external stakeholders (both written and over the phone) and ensure all correspondence is logged into the internal database.

Draft, edit, format and/or proofread documents such as proposals, job specifications, candidate presentations, marketing campaigns, event invites, etc.

Participate in client / vendor meetings as well as internal team meetings to gather call notes and capture action items.

Coordinate with and/or support the accounting team on matters relating to expense tracking, invoicing, and account payables/receivables.

Liaise with external IT partners regarding website and other IT-related matters.

Aid in maintaining the company’s social media presence by drafting and publishing social media posts and advertisements.

Oversee special projects as assigned by the Managing Director/Consultant(s) and ensure completion of deliverables and business objectives.

Assist in planning and coordinating corporate and social events and activities -for example our frequent speaking engagements in Europe and webinars.

Perform ad-hoc tasks as assigned.

Key Qualifications:

Bachelor’s degree is required, with strong academic credentials.

Prior experience in an executive / administrative assistance capacity in a fast-paced setting.

Solid experience in managing, executing and/or coordinating complex travel arrangements, both domestic and international, as well as strong familiarity with all related travel booking platforms and tools.

Demonstrated ability to multi-task along with the endurance to manage multiple conflicting priorities at once while still able to deliver quality work and meet deadlines.

Relevant background on accounting-related processes such as expense tracking and invoicing.

Strong communication (both written and verbal) and interpersonal skills, comfortable communicating / interacting with internal and external stakeholders at all levels and disciplines.

Ideally proficient with German language.

Proactive team player preferably with experience working and collaborating with colleagues across the USA and overseas.

Social media management background is a strong advantage.

About the Company:

TH Bender is the leading American executive search company of European heritage and American origin. With a focus on recruiting the first and second management level of the American subsidiaries of overseas based companies, we recruit Country Managers (CEOs, Presidents, General Managers) and their direct reports, evaluate existing teams, help with succession planning and create successful teams from scratch – efficiently and discreetly.

Working at TH Bender offers an unrivaled opportunity to see how global companies operate; learn about business strategies - and be exposed to C-level executives a lot faster than anywhere else.

Company Culture:

Everyone from the founders to the most recent new hire are committed to working day by day to close the gap between mere potential and accomplishment. TH Bender is a presence in board rooms across global companies and our culture is geared towards meeting the professional expectations of a demanding clientele. Although our work style and ethics are very professional, we value intellectual curiosity and new ideas, and have a fair share of comradery, good natured humor and fun.

Our nimble and collaborative culture allow team members to grow at their own pace, pursue professional interests and balance family and career – all while pursuing high income potential.

Perks:

Work remotely with the option to work from downtown Washington, D.C. or Sarasota, FL offices; ability to work internationally at times

Flexible work hours;

Excellent health insurance;

A strong 401(k) plan

Company sponsored pension plan

Paid vacations and generous holidays; flexible sick days.

Building a network in the global business community in the USA and Europe, as well as key C-level client contacts.

Tuition reimbursement