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Executive Assistant

Executive Assistant

ConfidentialGurgaon / Gurugram
30+ days ago
Job description

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 Required

    Business Intelligence, Project Management, Database, Event Planning, Administration, Consulting, Scheduling, Office Administration

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