Position Summary The Executive Assistant supports one or more consultants by providing ongoing assistance in all aspects of client engagements and playing an ownership role in the oversight of administrative tasks.
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 Executive Assistant must proactively manage changes in project scope, identify potential crises and devise contingency plans on a regular basis.
The successful candidate will be highly flexible, a strong multitasker on many levels and relish the variety and unpredictability of juggling multiple projects and changing priorities.
The Executive Assistant is expected to feel 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.
Essential Duties and Responsibilities 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, etc.* Manages complex calendars and prioritize meetings/calls as needed.* Arranges and coordinates complex and detailed travel plans, itineraries, and agendas for both consultants and candidates.
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 mandates.
Provides a bridge for smooth communication between the consultant and external/internal team members.* Composes, prepares, and edits confidential correspondence.* 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 as needed to ensure the office is operating smoothly.
Provides ad-hoc support to other Executive Assistants when requested to assist with work overflow as capacity allows, and as 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 stakeholders 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, ensuring completion within designated time frames.* Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on time-sensitive projects to successful completion.* Takes a proactive approach to assisting with various client needs during a consultant?s absence.* Assists accounting department with invoicing to clients.* Builds positive relationships and interfaces regularly with high-level executive candidates (Fortune 500 client executives & candidates) involved in highly confidential projects.
Minimum Qualifications * A minimum of 5 years?
experience serving in an administrative function at the executive level.* Demonstrated ability to effectively manage competing priorities or deadlines on a regular basis.* Demonstrated organizational skills and basic commercial business intelligence are essential.* Exceptional interpersonal and communication skills (both oral and written).
Ability to interact professionally with executive stakeholders and colleagues alike.* Self-motivated; able to work effectively independently.* Demonstrated proficiency in Microsoft Suite (Outlook, Teams, Word, PowerPoint, Excel) Preferred Qualifications * Bachelor?s degree preferred.* Prior experience working within a professional services firm or similar environment is preferred.* Prior experience navigating a highly matrixed organization with numerous stakeholders.* Collaborative; critical thinker with an affinity for learning and self-improvement.
Egon Zehnder is committed to creating and fostering a culturally diverse, equitable and inclusive organization.
We recognize the value in a wide range of ideas, perspectives, experiences and skillsets in our workplace.
To learn more about Egon Zehnder?s continued commitment to diversity and inclusion, please visit: https://www.egonzehnder.com/diversity-initiatives.
Due to high volume, we will only be contacting applicants who meet all of the minimum requirements listed in the job description.
Only those applicants who align most closely with our minimum and preferred qualifications will be contacted for an interview.
The Recruiting team at Egon Zehnder will retain your application materials and may contact you regarding future opportunities.