Executive Assistant

* Please submit all application materials in English.

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.

What It’s Like to Work Here

We operate as one unified team with expertise across industries, functions and geographies. Our organization can be described as high-performing and collaborative combined with a caring and respectful culture.

Knowledge Centers

A key of part of Egon Zehnder is our Knowledge Centers, a team of exerpts that support client goals across different geographies, industries and functions. Located in India (KCI), Budapest (KCB) and Montreal, Quebec. (KCA), this position will be a member of our Knowledge Center Americas (KCA), located in Montreal and will serve the US team.

The Opportunity

The Executive Assistant supports one or more consultant(s) 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. This includes acquiring resources and coordinating the efforts of team members and clients in order to deliver projects according to plan. 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, a strong multitasker on many levels and relish the variety and unpredictability of juggling multiple assignments and changing priorities. The Executive Assistant is expected to feel 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.

What You’ll Do

Administrative

• Arrange all scheduling, including but not limited to, client meetings, 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 external parties. Compile documents for travel-related meetings.
• Process expense reimbursements for consultants and external parties.
• 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 your manager.

Search Coordination

• Serve as client liaison assisting consultant in the maintenance of daily search activities. Acts as the single point of contact for all key logistical matters.
• Communicate directly, and on behalf of the consultant, on client 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 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 the accounting department with billing, client invoicing, and receivables.
• Build positive relationships and interface regularly with high-level executives involved in highly confidential projects.

Business Development

• 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.

Requirements

What We’re Looking For

• Bachelor’s degree preferred
• At least five years of experience in administrative function preferred, ideally within 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 be comfortable with the unknown, as well as work well under pressure, and 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.

Our Offices

Since its founding in a Zurich townhouse in 1964, Egon Zehnder has grown to 63 offices in 36 countries. We have 2300 global employees (450 in the US and 83 in Canada).

Our North American Offices include Atlanta, Boston, Chicago, Dallas, Houston, Los Angeles, Miami, Montreal, New York, Pacific Northwest, Palo Alto, San Francisco, Toronto and Washington D.C.

*At Egon Zehnder, employee safety, well-being, and engagement are a top priority and at the core of our culture. Egon Zehnder is operating under a hybrid model that requires all employees, in all positions, to work in person at least 50% of available working days each month in the Egon Zehnder office for which they are aligned. Employees can work remotely during the remaining days of the week. The policy is subject to change by Egon Zehnder at any time.

Egon Zehnder is committed to creating and fostering a culturally diverse, equitable, and inclusive organization. We recognize the value in a wide range of ideas, perspectives, experiences, and skills in our workplace. To learn more about Egon Zehnder’s continued commitment to diversity and inclusion, please visit

Benefits

• Hybrid work model, 50% in office / 50% remote*
• Annual RRSP employer contribution
• Comprehensive Health Plan – medical, dental, vision, life insurance, long-term disability
• Employee Assistant Program (EAP)
• Employee Wellness Program
• Maternity leave top-up
• Paid parental leave
• Personal Time Off – paid vacation, sick time, personal days
• Paid holidays including week off between Christmas and New Year’s (at the firm’s discretion)