# Executive Assistant

**Company:** [Egon Zehnder](http://jobs.workable.com/companies/pTsGfGsUUTZdQNuYQnkWyT.md)
**Location:** Gurugram, India
**Workplace:** on site
**Employment type:** Full-time

[Apply for this job](http://jobs.workable.com/view/414cc571-f23d-460e-984d-2131b520d00a)

## Description

**Egon Zehnder** is one of the world’s largest retained executive search consulting firms. Founded in 1964 with a distinctive vision and structure aimed at achieving two basic goals - to place our clients' interests first and to lead our profession in creating value for our clients through the assessment and recruitment of top-level management resources. Established in January 2005, KCI in Gurgaon, works in close collaboration with the Global offices of Egon Zehnder. There are 5 teams that make up KCI: Research, Research Operations, Visual Solutions, Projects/CV Capture and Global Technology Services.

## Requirements

A minimum of 5 years as an EA at the executive level, preferably within a professional services environment. Good organizational skills and basic commercial business intelligence are essential. Previous search firm and/or office administration are a plus. The ideal candidate will be a role model for members of the administrative staff and have a track record that displays collaboration expertise and a working style that ensures that mutual interests of all parties are met. He or she is the trusted and respected 'right arm' to the executive. Project management experience is a plus.

  

**Responsibilities:**

**Supporting the Assignment Process**

-   Arranging client (CXOs) and candidate meetings
-   Interaction with clients / candidates / overseas offices
-   Travel arrangement (international and domestic)
-   Helping ensure the necessary documentation/ paperwork is in order (Visas, letter of invitation, etc.)
-   Hotel reservations
-   Arranging local transportation
-   Interacting with other EZ offices globally for support as required
-   Drafting and sending off internal communication / memos etc. as required by the Consultant he/ she 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 matters 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.