Executive Assistant at Egon Zehnder in Palo Alto, CA

The Opportunity

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. 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, organized, and a strong multitasker on many levels, and relish the variety and unpredictability of juggling multiple projects and changing priorities. The Executive Assistant must be able to work well under pressure in a fast-paced environment and must partner closely with other team members to ensure close alignment and collaboration. 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, candidate meetings and interviews, client meetings and interviews, business development meetings, assignment related meetings, internal meetings, video conferencing, etc.
• Ensure consultant is fully prepared for meetings and presentations, including document and material preparation, provide meeting reminders, and ensure proper travel time as needed, etc.
• Manage complex calendars and prioritize meetings/calls as needed.
• Attend meetings and participate/take notes 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.
• 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 Regional Administration Manager.

Search Coordination & Business Development

• Serve as client and candidate liaison assisting consultant in maintenance of daily search activities. Acts as the single point of contact for all key logistics matters.
• Communicate 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.
• 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 and candidate 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 candidates (Fortune 500 client executives & candidates) involved in highly confidential projects.
• 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.

What We’re Looking For

• Bachelor’s degree preferred.
• A minimum of 5 years’ experience serving in an administrative function, ideally within a professional services firm, with preference for financial institution or executive search firm experience.
• 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, not easily thrown, able to think on your feet.
• Strong communicator: Exceptional interpersonal and communication skills (both oral and written). Ability to interact professionally with executive stakeholders and colleagues alike.
• Natural collaborator: desire to help foster and preserve a company culture where all are welcome, included, and given the opportunity to succeed. Collaborative team player, with a track record of maximizing the team as well as individual performance.

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.

Our Offices

Since its founding in a Zurich townhouse in 1964, Egon Zehnder has grown to 67 offices in 37 countries. We have 2300 global employees and 450 US employees.

Our U.S. Offices include Atlanta, Boston, Chicago, Dallas, Denver, Houston, Los Angeles, Miami, Minneapolis, New York, Palo Alto, Philadelphia, San Francisco, Seattle, and Washington D.C.

• 401k – company match and additional discretionary employer contribution
• Comprehensive Health Plan – medical, dental, vision, life insurance, long-term disability
• Employee Assistant program (EAP)
• Paid parental leave
• Personal Time Off – paid vacation, sick time, volunteer days
• Paid holidays including week off between Christmas and New Year’s

Salary

• The salary range for this position is $90,000-$95,000 base + paid OT + discretionary bonus. Actual compensation will depend on several factors including but not limited to geographic location, education, work experience and skill level.