Heidrick & Struggles is the world’s foremost advisor on executive leadership, driving superior client performance through premier human capital leadership advisory services. For more than 70 years, we’ve delivered value for our clients by leveraging unrivaled expertise to help organizations discover and enable outstanding leaders and teams. Learn more at www.heidrick.com
Job Description:
Role Responsibilities
The Front Office Coordinator for the Toronto office must be highly organized, professional, and polished, with the ability to thrive in a fast-paced environment. The ideal candidate is proactive, independent, and efficient, with the ability to manage multiple tasks and priorities with minimal supervision. This individual must be comfortable managing the front desk while simultaneously handling a variety of office-related responsibilities.
The Front Office Coordinator must be able to respond to last-minute changes and challenges with a sense of urgency and a solutions-oriented approach. Strong business ethics—including honesty, integrity, and discretion—are essential, along with the ability to work collaboratively and coordinate seamlessly across all levels of the organization. The Front Office Coordinator must also communicate effectively and professionally with individuals at all levels, from entry-level employees to C-suite executives.
Administration:
· Acts as Facilities Coordinator, serving as the primary liaison with building management and service providers for maintenance, repairs, service calls, and other facilities-related matters.
· Effectively manages office and kitchen supply inventory, proactively monitoring stock levels, coordinating orders, and ensuring the office is appropriately supplied.
· Assists with the planning and coordination of internal meetings, office events, and special functions, including catering, meeting room requirements, set-up and clean-up. Takes the lead in coordinating external events, including venues, catering, invitations/RSVPs, materials, and event logistics.
· Provides Finance support across Accounts Receivable and Accounts Payable, including depositing cheques, recording incoming funds, submitting vendor invoices/vouchers for payment, reconciling Purchasing Card and Business Travel Account expenses, managing related expense reports, and assisting with the distribution of client invoices.
· Provides on-site IT support, assisting Corporate IT with imaging and setting up laptops for employees and serving as the first point of contact for day-to-day office technology issues, including printers and videoconferencing/Zoom equipment.
· Provides administrative and search support to Executive Assistants, including database entry, candidate profiles, degree verifications, and candidate expenses, and provides vacation/absence coverage to ensure continuity of support.
· High potential for growth and expanded Executive Assistant responsibilities.
Guest Management & Office Support:
· Greets visitors and vendors in a cordial and professional manner and directs them to the appropriate office or meeting space.
· Acts as the main point of contact for all Heidrick & Struggles guests and visitors, including coordinating conference rooms, office space, and videoconferences.
· Manages the Robin room-booking system, proactively monitoring reservations and resolving scheduling conflicts, cancellations, and other booking issues.
· Prepares for and welcomes new hires on their first day, helping to ensure a positive and seamless onboarding experience.
· Stays abreast of personnel changes throughout the company and maintains familiarity with key stakeholders and the organizational structure.
Office Communications & Support:
· Effectively screens calls and takes messages in a pleasant and professional manner.
· Screens and routes unsolicited calls and emails efficiently and appropriately.
· Maintains the reception area, conference rooms, and café to ensure a professional and welcoming office environment.
· Maintains up-to-date phone lists, office maps, and general office information.
Living Our Values:
· Acts as a culture carrier, contributing positively to office and/or firm initiatives.
· Partners effectively across a broad range of stakeholders, developing productive and trusting relationships with colleagues across the firm.
· Fosters an environment of collaboration and is consistently viewed as a team player.
· Demonstrates self-awareness, humility, empathy, and open-mindedness in the workplace.
Basic Role Qualifications
· High school diploma required; college/university degree preferred.
· Minimum of three years of office administration, reception, or related experience preferred.
· Available to work in-office Monday through Friday during regular business hours (8:30 a.m.–5:00 p.m. ET), with flexibility to work outside of regular hours as business needs require.
· Proficient in Microsoft Office applications, with minimum keyboarding skills of 60 wpm.
· Excellent verbal, written, and listening communication skills.
· Experience interacting with individuals at all levels of an organization and handling complex and sensitive information with professionalism and discretion in both verbal and written communications.
Preferred Role Qualifications
· Professional services experience.
· Prior guest or customer service experience.
· Demonstrated business acumen and financial awareness.
· Experience working with proprietary database environments.
· Demonstrated effective and accurate proofreading and editing skills.
· Ability to meet the physical demands of the role, including sitting for extended periods, stooping, kneeling, reaching, standing, walking, lifting, pulling, pushing, and speaking.
Pay Range Guidelines for this Position:
Heidrick & Struggles is an equal opportunity employer committed to hiring qualified protected veterans and individuals with disabilities. All qualified applicants will be considered for employment without regard to race, color, religion, creed, age, sex, national origin, gender identity or expression, sexual orientation, disability, marital status, veteran or military status, or citizenship status.
