Job Description

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 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, can 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, 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. 

About the Candidate 

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. The candidates are the trusted and respected 'right arm' to the executive. Project management experience is a plus. 

Requirements

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 / paperwork 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 the candidate 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 matter 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. 

    • Competencies 

  • Proactivity and Connection 

    • Possesses a thorough understanding of the search process to anticipate next steps. Using critical thinking to “connect the dots” and understand how each administrative task contributes to the search process. Actively seeks to discover the status of candidates in the search pipeline to prepare for next phase of search. 

  • Strong Communication and Problem-Solving Skills 

    • In addition to clear and succinct written and verbal communication skills, it is vital for this individual to possess requisite judgment to ensure that all parties involved (i.e., consultants/EA’s/researchers in other offices) are appropriately informed during all phases of an assignment or appraisal. Individual must be comfortable producing client- ready documentation and engaging with senior level candidates and clients via the telephone and e-mail. Identifies and resolves problems that do not require Consultants’ direct involvement. Exercises independent judgment and makes recommendations for unusual and novel situations. 

  • Strong Interpersonal Skills and High-Level of Emotional Maturity 

    • Interacts with a strong degree of judgment and discretion. Sensitivity to need for confidentiality and discretion when managing candidate and client relations. Interfaces with high-level executive candidates with professionalism. Builds relationships and is an active ambassador taking ownership of issues when required. Acts as a positive and able representative of the firm both internally and externally. 

    Collaboration 

    Builds positive relationships with other assistants and seen by other assistants as a collaborative “go to” colleague. Trusted by other assistants to produce work of similar quality to their own – they “own” work that they take on. Is adaptable and copes with changing situations effectively. Enjoys working across groups. Looks for opportunities to work on cross group activities like MAs, special projects and intern al initiatives. Has an office-wide reputation for a cheerful, can-do attitude. Proactively shares best practices; volunteers help or ideas to benefit colleagues. Understands the collaborative nature of the Egon Zehnder culture. Exhibits understanding of this culture by seeking out Consultants/EAs/Researchers for a stronger knowledge of projects. 

    Quality Orientation 

    Hits deadlines and tenacious in completing tasks. Passionate about producing quality deliverables and usually achieves this, even when under considerable pressure. Can contribute to improve visual presentation in presentations. Actively seeks to edit typos and punctuation but also picks up on inconsistencies in documents. 

    Planning and Organizing 

    Prevents scheduling conflicts or anticipates and resolves conflicts competing with consultants’ schedule and/or priorities. Possesses a thorough understanding of consultant priorities. Ability to organize workspace so that others can seamlessly pick up workload in EA absence. Organized, resourceful and deadline driven. Identifies and develops best practices for working with or adding value to clients/candidates. 

  • Project and Time Management 

    • Completes projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem solving and adjusting plans. Ability to prioritize workload and utilize available resources for administrative tasks. Keep abreast of all phases of active searches/initiatives to stay on task. 

  • Database Data Quality and Technical Skills 

    • Someone others turn to for advice. Adheres to and promotes initiatives launched by Data Quality team. Fully recognizes the need for information in all systems to be up-to-date and accurate. Proficient in Word, PowerPoint & Excel. Must have affinity and enthusiasm for learning new applications. 

    Personal Qualities 

  • Ability to interact with CXO level individuals. 
  • Good communication skills – verbal and oral 
  • Unflappable - manages pressure well and effectively multi-tasks. 
  • Organized in work and good with setting priorities. 
  • Dependability and responsiveness 
  • Collaborative –is a desired team member and can be counted on for help / assistance even if there is no direct involvement. 
  • Responsible and willing to take ownership. 
  • Ready and willing to volunteer help to other colleagues / teams in crisis. 
  • Accountable: willing to take ownership for work / tasks assigned 
  • Desire to learn and willingness to stretch beyond normal tasks. 

    • Benefits

    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!

    Location

    The position is based at Egon Zehnder’s Office in Mumbai or Bangalore or Gurgaon.

    EZIRS Commitment to Diversity & Inclusion

    Egon Zehnder Information Research & Services (EZIRS) aims for a diverse workplace and strive to continuously lead with our firm values. We respect personal values of every individual irrespective of race, national or social origin, gender, religion, political or other opinion, disability, age and sexual orientation as warranted by basic rights enshrined in the UN Declaration of Human Rights. We believe diversity of our firm is central to the success and enables us to deliver better solutions for our clients. We are committed to creating an inclusive environment and supportive work environment, where everyone feels comfortable to be themselves and treated with dignity and respect and there is no unlawful discrimination related to employment, recruitment, training, promotion or remuneration.

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