Executive Assistant

2 weeks ago

New York, United States Egon Zehnder Full time

The Opportunity

The Executive Assistant supports one or more consultant(s) 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 assignments 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.

What You'll Do

Administrative

* Arrange all scheduling, including but not limited to, client meetings, business development meetings, assignment related meetings, internal meetings, video conferencing, etc.
* Manage complex calendars and prioritize meetings/calls as needed.
* Arrange and coordinate complex and detailed travel plans, itineraries, and agendas for both consultants and external parties. Compile documents for travel-related meetings.
* Process expense reimbursements for consultants and external parties.
* Compose, prepare, and edit confidential correspondence.
* Perform 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.
* Ensure 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.
* Hold 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 your manager.

Search Coordination

* Serve as client liaison assisting consultant in maintenance of daily search activities. Acts as the single point of contact for all key logistical matters.
* Communicate directly, and on behalf of the consultant, on client and internal mandates. Provides a bridge for smooth communication between the consultant and external/internal team members.
* Take a proactive approach to assist with various client needs during a consultant's absence.
* Work closely and effectively with consultant and research stakeholders to ensure deadlines are met and client and candidate needs are served.
* Produce high quality client deliverables, ensuring completion within designated timeframes. Successfully complete critical aspects of deliverables with a hands-on approach.
* Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on time-sensitive projects to successful completion.
* Assist accounting department with billing, client invoicing, and receivables.
* Build positive relationships and interface regularly with high-level executive involved in highly confidential projects.

Business Development

* In partnership with the Consultant, create and own the process to drive the Consultant's business development strategy.
* Collaborate with consultant, research and others on the team in the production of high quality marketing presentations and materials and holds responsibility for the finalization of materials for pitches and events.

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