Hybrid Executive Assistant

at Egon Zehnder

• Job title: Executive Assistant
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: No Education Requirement
• Location requirements: Hybrid, Bengaluru, India

About the role

• Executive Assistant assisting consultants with project management and administrative support in a leadership advisory firm.

Responsibilities

• **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.

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.

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.
• **Egon Zehnder is an Equal Opportunity Employer**
• Egon Zehnder provides equal employment opportunities to all applicants and employees without regard to race, color, creed, religion, sex, sexual orientation, gender identity, marital status, citizenship status, age, national origin, disability, or any other legally protected status and to affirmatively seek to advance the principles of equal employment opportunity.