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
Responsibilities:
Supporting the Assignment Process
- Arranging client (CXOs) and candidate meetings
- Interaction with clients / candidates / overseas offices
- Travel arrangement (international and domestic)
- Helping ensure the necessary documentation/ paperwork is in order (Visas, letter of invitation, etc.)
- Hotel reservations
- Arranging local transportation
- 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.
