The Executive Assistant (EA) will provide high-level, end-to-end administrative, project, and operational support to a Partner in a fast-paced executive search environment. The role requires exceptional organizational capability, strong communication skills, professionalism, and the ability to manage multiple priorities with accuracy and discretion. The EA will act as a strategic enabler to the Partner, ensuring seamless execution across search mandates, client management, and internal operations.
Key Responsibilities
1. Partner & Calendar Management
- Manage complex and dynamic calendars across time zones.
- Schedule and coordinate client meetings, candidate interviews, internal reviews, and briefings.
- Proactively anticipate scheduling conflicts and resolve them independently.
- Ensure the Partner is fully prepared with agendas, briefs, and relevant documents.
2. Search Project Coordination
- Support end-to-end execution of retained search mandates.
- Track search progress, milestones, and deliverables in the firm's CRM/database.
- Liaise with research associates, consultants, and external stakeholders for timely updates.
3. Client & Candidate Communication
- Serve as a professional point of contact for senior-level candidates and clients.
- Draft, edit, and manage correspondence with high attention to detail.
- Maintain confidentiality and handle sensitive information with discretion.
4. Documentation & Presentation Support
- Prepare high-quality documents including capability decks, search proposals, candidate reports, and interview summaries.
- Format PowerPoint, Word, Excel, and PDF documents following firm branding standards.
- Manage digital filing, version control, and documentation accuracy.
5.Travel & Logistics
- Coordinate domestic and international travel, itineraries, and meeting schedules.
- Manage expenses, reimbursements, vendor coordination, and related logistics.
6. Operational & Administrative Support
- Handle Partner's administrative tasksexpenses, timesheets, invoicing support, leave planning, and CRM updates.
- Support internal practice meetings, business development initiatives, and events.
- Take initiative to streamline processes and improve overall team efficiency.
Education & Experience
- Graduate/Postgraduate degree in any discipline.
- 410 years of experience as an EA, PA, or project coordinator; experience in consulting, executive search, professional services, or advisory firms preferred.
Skills & Competencies
- Exceptional verbal and written communication.
- Strong proficiency in MS Office Suite (Word, Excel, PowerPoint).
- High attention to detail with impeccable organizational skills.
- Ability to manage multiple deadlines calmly under pressure.
- Professional presence, maturity, and ability to interact with CXO-level leaders.
- Discretion and integrity in handling confidential information.
Personal Attributes
- Proactive and resourceful.
- High ownership mindset and service orientation.
- Ability to work independently and in a team environment.
- Strong judgment and problem-solving skills.
