Job Summary
- A minimum of 5 years as an EA at the executive level, preferably within a professional services environment
- Good organizational skills and basic commercial business intelligence are essential
- Previous search firm and/or office administration are a plus
- the ideal candidate will be a role model for members of the Administrative staff and have a track record that displays collaboration expertise and a working style that ensures that mutual interests of all parties are met
- He or she is the trusted and respected right arm to the executive
- Project management experience is a plus
The Position
- This position supports one or more consultants by providing ongoing assistance in all aspects of our engagements, relieving the executive of administrative detail on projects
- 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 in order to deliver projects according to plan
- The individual must proactively manage changes in project scope, identify potential crises and devise contingency plans
- The successful candidate will be highly flexible, have the ability to multi-task on many levels and relish the variety and unpredictability of juggling multiple projects and changing priorities
- It is critical that the executive assistant feel part of each project, have a sense of ownership and involvement in the process, so as to be able to stage-manage all the elements that come together in a successful mandate
- The Executive Assistant must ensure discreet handling of all interactions with clients, candidates, etc
Roles & responsibilities
Supporting the Assignment Process
- Arranging client (CXOs) and candidate meetings
- Interaction with clients / candidates / overseas offices
- Requesting, coordinating and scheduling meetings / presentations with client offices
- Coordinating with candidates
- Travel arrangement (International and domestic)
- Helping ensure the necessary documentation / paper work is in order ( Visas, letter of invitation, etc )
- Hotel reservations
- Arranging local transportation
- Co-ordination and follow-up
- Planning for contingencies
- Interacting with other EZ offices globally for support as required
- Drafting and sending off internal communication / memos etc as required by the Consultant he / she is working with
Database Management
- Adhering to protocols and processes related to EZ proprietary Database.
- Update the database with accurate and timely information.
- Generating high quality documents from the system
- Strong process discipline - must know how to use the system and use it in conformance with minimum standards.
Documentation
- Preparing client ready documents (assignment related and or lead related )
- Adept in Word, PowerPoint and Excel. Deliver to pre-determined deadlines.
Administrative
- Arranges all scheduling, including but not limited to candidate meetings and interviews, client meetings and interviews, business development meetings, assignment related meetings, internal meetings, video conferencing
- Manages a complex calendar and prioritize meetings/calls as needed
- Arranges and coordinates complex and detailed travel plans, itineraries, and agendas for both the Consultant and Candidate. Compiles documents for travel-related meetings.
- Processes expense reimbursements for Consultants and Candidates
- Communicates directly, and on behalf of the Consultant, on Client, Candidate, and internal matters. Provides a bridge for smooth communication between the Consultant and external/internal teams.
- Composes, prepares, and edits correspondence that is often confidential.
- Performs additional administrative support activities including but not limited to, fielding telephone calls, receiving and directing visitors, event planning, and other ad-hoc projects as requested.
- Holds additional Office/Reception responsibilities to ensure the office is operating smoothly. Provides ad-hoc support to other EAs when requested to assist with work overflow as capacity allows. (Determined by Office Administrator)
Project Management/Search Related
- Serves as client and candidate liaison assisting consultant in maintenance of daily search activities
- Provides ongoing project management assistance in complex and confidential assignments
- Works closely and effectively with Consultant and Research to ensure deadlines are met and client and candidate needs are served
- Ensures that our global database is up-to-date and accurate; including but not limited to all client/internal documents, client/candidate information, notes, emails, and appointments
- Produces high quality Client and Candidate deliverables with a hands-on approach ensuring completion within the designated timeline
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows- through on projects to successful completion, often with deadline pressure
- Takes a proactive approach during the Consultant s absence to minimize effect to the client.
- Assists accounting department with invoicing to clients
- Builds positive relationships and interfaces with high-level executive candidates (Fortune 500 client executives & candidates) involved in highly confidential projects
Benefits which make us unique
At EZ, we know that great people are what makes a great firm. We value our people and offer employees a comprehensive benefits package. Learn more about what working at Egon Zehnder can mean for you!
Benefits Highlights:
5 Days working in a Fast-paced work environment
Work directly with the senior management team
Reward and Recognition
Employee friendly policies
Personal development and training
Health Benefits, Accident Insurance
