Executive Assistant, Floater

About Us

Egon Zehnder is the world’s preeminent executive search and leadership advisory firm, inspiring leaders to navigate complex questions with human answers. We help organizations get to the heart of their leadership challenges and offer honest feedback and insights to help leaders realize their true being and purpose.  We believe that together we can transform people, organizations and the world through leadership.

The Opportunity

The Executive Assistant Floater provides high-level, quality support to Consultant(s) during an Executive Assistant’s vacation, leave, etc. This role also provides administrative assistance in all aspects of our engagements, relieving the Executive Assistants of administrative burden on projects. This individual must be comfortable with ever-changing tasks and must possess a high level of flexibility. Reliability, as well as the ability to organize and prioritize tasks according to strict deadlines, will be critical to the role. The successful candidate can multi-task on many levels and relish the variety and unpredictability of juggling multiple tasks and changing priorities.

What You’ll Do

EA Coverage

•          Arrange 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.

•          Manage complex calendars and prioritize meetings/calls as needed.

•          Arrange and coordinate complex and detailed travel plans, itineraries, and agendas for both consultants and candidates. Compile documents for travel-related meetings.

•          Process expense reimbursements for consultants and candidates.

•          Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on time-sensitive projects to successful completion.

•          Provide a bridge for smooth communication between the consultant and external/internal team members.

•          Produce high quality client and candidate deliverables, ensuring completion within designated timeframes. Successfully completes critical aspects of deliverables with a hands-on approach.

•          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.

Administrative Support

Database Management

•          Ensure that global database is up-to-date and accurate; including but not limited to all client/internal documents, client/candidate information, notes, emails, and appointments.

•          Diary booking management: phone calls/in-person meetings, interviews, and presentations.

•          Record entry and record updating.

•          Upload documents/content to Person Records, Assignment/Project Records, Event Records.

•          Generate various Client and Candidate documents. 

•          Manage Candidate education verification.

Travel and Expenses

•          Utilize global travel tool to book complex and detailed travel plans, itineraries, and agendas for both the Consultant and Candidate.

•          Assist with compiling documents for travel-related meetings.

•          Manage expense reports for assigned Consultants from start to submission.

•          Assist with Candidate reimbursement.

Ad-hoc Administrative Assistance

•          Printing/Binding

•          Administrative support for various virtual and/or in-person events (holiday parties, staff offsites, client events, business development events, etc.)

•          Other administrative projects assigned by the Executive Assistant(s)

Requirements

What We’re Looking For

•          Bachelor’s degree preferred.

•          Demonstrated proficiency in Microsoft Suite (Outlook, Teams, Word, PowerPoint, Excel)

•          One year of experience in administrative function preferred, ideally within in a professional services firm.

•          Organized multi-tasker: able to manage multiple projects with set deadlines as time management, pattern recognition, prioritization, diligent attention to detail and judgment are critical in this role.

•          Resourceful problem solver: ability to work in ambiguous environments and comfortable with the unknown, as well as work well under pressure, solve problems.  

•          Self-starter: highly motivated, excellent work ethic and self-assured,