Executive Assistant

The Executive Assistant in our Executive Search solution is responsible for providing project co-ordination and administrative support to their assigned Senior Client Partner(s) in a search practice. 

In summary, the role provides project co-ordination and management of all opportunities and engagements being executed by Senior Client(s) and on-going business development projects, including monitoring the process, assuring completion of internal and external documentation, and attachment of required documentation to relevant internal systems including Searcher (core database application used to help conduct candidate searches and candidate sourcing), Salesforce and PSA.

Engagement responsibilities include:

• Extensive client liaison throughout the search process, both written, over the phone and in person. EAs will be working closely with high level executives and their support teams and must be comfortable building a rapport quickly, to ensure a good working relationship with clients throughout the project.
• Always maintain strictest confidentiality when dealing with sensitive client and candidate information.
• Open and close engagements properly in Searcher and SAP or using cross-border alternatives; assure that all required documentation is completed and processed.
• Review/approve monthly client billing invoices to ensure accurate invoicing; monitor accounts receivable aging detail and unbilled expenses and assist in timely account collections.
• Draft proposals, position specifications and candidate resumes, in co-ordination with other EAs and consultants/associates on the team.
• Help prepare and edit Pitch Decks and proposals in PowerPoint.
• Schedule, organize and log candidate meetings with consultants and clients.
• Organize both consultant and candidate travel where necessary (domestic and international), liaising as appropriate with the client to ensure smooth organization of travel plans.
• Ensure that candidate education verifications are completed on a timely basis.
• Ensure accurate and timely Searcher notations for candidates, engagement, and business development individuals/companies.
• Assist in business development as needed/necessary including using internet to research companies, individuals and industries, update consultant’s business development activities and opportunity management on SalesForce and Searcher as appropriate.
• Monitor all engagements exported or shared with other offices and/or consultants worldwide.
• Produce written responses to resumes and phone contacts.
• Review all reports from accounting to ensure accuracy, requesting corrections when and where necessary.
• Prepare and submit accurate and timely expense reports for consultant (s) using internal Concur tool.
• Ensure effective co-ordination of workflow by partnering with local AOM and other office staff when necessary.
• Periodic backup telephone/admin support for other Admins, consultants during absences.
• Participate in regularly scheduled office meetings.
• Keep up to date of KF policies and procedures and software by reviewing all emails and attending training sessions where necessary.
• Participate in training new hires and temporary staff.
• Manage a high volume and variety of calls from clients, candidates, business development contacts and jobseekers.
• Monitor Partner’s email and traffic.
• Maintain Partner’s business calendar and co-ordinate travel and interview schedules.
• Maintain Partner’s contact directories (Searcher, Outlook, lists etc)
• Work with other practice EAs as necessary to organize ad-hoc events and BD mailings.

The candidate should ideally possess, but not limited to: 

• Candidates will ideally be either educated to degree level or have equivalent qualifications / or demonstratable work experience in the EA/administration field.
• Excellent PowerPoint skills with high proficiency in the Microsoft Office suite (Outlook, Word, and Excel).
• Five plus years of relevant experience of supporting leaders and senior professionals within a Professional Services
• High degree of professionalism and competence.
• Desire and commitment to learn the “craft” of search at the highest level and be an integral part of the team.
• Dependable and discreet.
• Strong work ethic and sense of personal and professional integrity.
• Inter-personally and intellectually flexible to accommodate needs of business.
• Thrives in a highly stimulating environment.
• Good sense of humor.
• Ability to relate to others in a positive and helpful manner and build credibility and positive relationships with all the firm’s key constituencies.
• Self-motivated, energetic, tenacious with a “can-do” attitude, willingness to accept new challenges, find out-the-box solutions and able to work without direct supervision.
• Ability/willingness to “partner” with consultant and serve as a team player.
• Self-confident and assertive.
• Positive attitude.
• Excellent written and verbal communication skills, with a desire to communicate effectively at all levels within and outside the firm.
• Meticulous attention to detail and superior organizational skills.
• Able to manage and prioritize multiple tasks simultaneously.
• Ability to stay focused and complete assignments within given timeframes and required deadlines.