Executive Assistant - Quality & Planning

Job Description

Role Overview:As an Executive Assistant at Egon Zehnder, you will be supporting one or more consultants by providing comprehensive assistance in all aspects of engagements. Your role will involve planning, executing, and finalizing projects within strict deadlines. You will be responsible for coordinating team efforts and client interactions to ensure successful project delivery. It is crucial for you to proactively manage project scope changes, anticipate potential crises, and devise contingency plans. Your ability to multitask, adapt to changing priorities, and take ownership of projects will be key to your success in this role.Key Responsibilities:- Arranging client (CXOs) and candidate meetings- Coordinating and scheduling meetings/presentations with client offices- Managing travel arrangements (international and domestic)- Ensuring documentation/paperwork is in order (visas, letters of invitation, etc.)- Coordinating local transportation and hotel reservations- Drafting internal communications/memos as required- Database management and updating with accurate information- Preparing client-ready documents and delivering them within deadlines- Managing complex calendars and prioritizing meetings/calls- Processing expense reimbursements for consultants and candidates- Acting as a bridge for smooth communication between consultants and external/internal teams- Providing administrative support activities including fielding calls, event planning, and ad-hoc projects- Serving as a client and candidate liaison in project management/search-related activities- Ensuring the global database is up-to-date and accurate- Building positive relationships with high-level executive candidates and clients involved in confidential projects- Exhibiting strong communication, problem-solving, and interpersonal skills- Collaborating effectively with colleagues and maintaining a quality-oriented approachQualifications Required:- Minimum of 5 years experience as an Executive Assistant at the executive level, preferably in a professional services environment- Good organizational skills and basic commercial business intelligence- Previous experience in a search firm and/or office administration is a plus- Proficiency in Word, PowerPoint, and Excel- Strong process discipline and ability to prioritize workload effectively- Proactive approach to project and time management- High level of emotional maturity and ability to work with discretion and confidentiality- Excellent interpersonal skills and ability to build positive relationships- Desire to learn, stretch beyond normal tasks, and take ownership of work- Commitment to diversity and inclusion in the workplace(Note: The above qualifications are recommended for the ideal candidate and may vary based on individual experiences and capabilities.)(Additional Details of the Company:Egon Zehnder is a global leadership advisory firm with a strong commitment to transforming people, organizations, and the world through leadership. With over 560 consultants operating in 63 offices across 36 countries, we collaborate as One Firm to deliver exceptional value to our clients. Knowledge Center India (KCI) serves as the central engine driving operational value for the firm, offering a range of value-added services. At EZ, we value diversity, inclusivity, and personal development, providing employees with a comprehensive benefits package and opportunities for growth and career advancement.) Role Overview:As an Executive Assistant at Egon Zehnder, you will be supporting one or more consultants by providing comprehensive assistance in all aspects of engagements. Your role will involve planning, executing, and finalizing projects within strict deadlines. You will be responsible for coordinating team efforts and client interactions to ensure successful project delivery. It is crucial for you to proactively manage project scope changes, anticipate potential crises, and devise contingency plans. Your ability to multitask, adapt to changing priorities, and take ownership of projects will be key to your success in this role.Key Responsibilities:- Arranging client (CXOs) and candidate meetings- Coordinating and scheduling meetings/presentations with client offices- Managing travel arrangements (international and domestic)- Ensuring documentation/paperwork is in order (visas, letters of invitation, etc.)- Coordinating local transportation and hotel reservations- Drafting internal communications/memos as required- Database management and updating with accurate information- Preparing client-ready documents and delivering them within deadlines- Managing complex calendars and prioritizing meetings/calls- Processing expense reimbursements for consultants and candidates- Acting as a bridge for smooth communication between consultants and external/internal teams- Providing administrative support activities including fielding calls, event planning, and ad-hoc proje

Keyskills :
Project ManagementClient InteractionDatabase ManagementDocumentationAdministrative SupportCommunication SkillsInterpersonal SkillsCollaborationQuality OrientationTime ManagementTechnical SkillsTravel ArrangementProblemSolvingPlanningOrganizi