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

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.