Executive Assistant, Executive Search

About the Role

The Executive Assistant supports one or more consultants by providing ongoing assistance in all aspects of client engagements and playing an ownership role in the oversight of administrative tasks. The role requires an individual capable of planning, executing, and finalizing projects according to strict deadlines. This includes acquiring resources and coordinating the efforts of team members and clients to deliver projects according to plan. The Executive Assistant must proactively manage changes in project scope, identify potential crises, and devise contingency plans on a regular basis. The successful candidate will be highly flexible, a strong multitasker, and relish the variety and unpredictability of juggling multiple projects and changing priorities. The Executive Assistant is expected to feel a sense of ownership and involvement in the process, ensuring discreet handling of all interactions with clients, candidates, and other stakeholders.

Responsibilities

• Administrative
  • Arrange all scheduling, including candidate meetings and interviews, client meetings and interviews, business development meetings, assignment-related meetings, internal meetings, and video conferencing.
  • Manage complex calendars and prioritize meetings/calls as needed.
  • Arrange and coordinate complex and detailed travel plans, itineraries, and agendas for both consultants and candidates. Compile documents for travel-related meetings.
  • Process expense reimbursements for consultants and candidates.
  • Compose, prepare, and edit confidential correspondence.
  • Perform additional administrative support activities, including fielding telephone calls, receiving and directing visitors, event planning, and other ad-hoc projects as requested.
  • Ensure the global database is up-to-date and accurate, including client/internal documents, client/candidate information, notes, emails, and appointments.
  • Hold additional office/reception responsibilities as needed to ensure the office operates smoothly.
  • Provide ad-hoc support to other Executive Assistants to assist with work overflow as capacity allows.
• Search Coordination
  • Serve as client and candidate liaison, assisting the consultant in maintenance of daily search activities. Act as the single point of contact for all key logistics matters.
  • Communicate directly, and on behalf of the consultant, on client, candidate, and internal mandates. Provide a bridge for smooth communication between the consultant and external/internal team members.
  • Take a proactive approach to assist with various client needs during a consultant’s absence.
  • Work closely and effectively with consultants and research stakeholders to ensure deadlines are met and client and candidate needs are served.
  • Produce high-quality client and candidate deliverables, ensuring completion within designated timeframes.
  • Successfully complete critical aspects of deliverables with a hands-on approach.
  • Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on time-sensitive projects to successful completion.
  • Assist the accounting department with billing, client invoicing, and receivables.
  • Build positive relationships and interface regularly with high-level executive candidates (Fortune 500 client executives & candidates) involved in highly confidential projects.
• Business Development
  • In partnership with the Consultant, create and own the process to drive the Consultant’s business development strategy.
  • Collaborate with consultants, research, and others on the team in the production of high-quality marketing presentations and materials. Hold responsibility for the finalization of materials for pitches and events.

Work Environment

We operate as one unified team with expertise across industries, functions, and geographies. Our organization can be described as high-performing and collaborative, combined with a caring and respectful culture.

We have been a values-led firm from the outset. Our Firm operates under five core values: One Firm, Clients First, Generosity, Spirit of Ownership, and Embrace Difference. These values guide our behavior and help us balance what is right in any given situation.

Benefits

• Hybrid work model: in-office on Tuesday, Wednesday, and Thursday; option to work remotely on Monday and Friday.
• 401k with company match and additional discretionary employer contribution.
• Comprehensive health plan including medical, dental, vision, life insurance, and long-term disability.
• Employee Assistance Program (EAP).
• Paid parental leave.
• Personal Time Off: paid vacation, sick time, and volunteer days.
• Paid holidays, including a week off between Christmas and New Year’s.

Locations

Egon Zehnder has 67 offices in 37 countries, with 2,300 global employees and 450 U.S. employees. U.S. offices include Atlanta, Boston, Chicago, Dallas, Denver, Houston, Los Angeles, Miami, Minneapolis, New York, Palo Alto, Philadelphia, San Francisco, Seattle, and Washington D.C.