Executive Assistant

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 Skills: Office Administration, Scheduling, Consulting, Database, Administration, Business Intelligence, Project Management, Event Planning Experience: 5.00-8.00 Years