Executive Assistant

Korn Ferry; São Paulo; Presencial; BRL 90 000 - 135 000; Tempo integral

Resumo da oferta

Korn Ferry is seeking a highly organized executive assistant to support the full lifecycle of executive search assignments, client engagement, and business development activities in São Paulo. You will coordinate projects, manage proposals, and ensure data integrity across systems.

The role requires strong MS Office skills, English and Portuguese, and meticulous attention to detail. You will collaborate with consultants, clients, candidates, and internal teams to deliver a seamless search

Qualificações

• Bachelor's degree or equivalent professional experience.
• Experience in executive search, professional services, recruitment coordination, or project administration.
• Strong organizational and project management skills with the ability to manage multiple priorities.
• Excellent attention to detail and commitment to data accuracy.
• Proficiency in Microsoft Office Suite, particularly Excel, Word, PowerPoint, and Outlook.
• Strong written and verbal communication in English and Portuguese.
• Ability to build effective working relationships with internal and external stakeholders.
• Proactive mindset, problem-solving skills, and a strong sense of ownership.

Responsabilidades

• Conduct market and company research to support business development initiatives and client outreach strategies.
• Coordinate and schedule business development meetings, ensuring effective follow-up on opportunities and action items.
• Maintain accurate records of business development activities, call summaries, and client interactions within Salesforce.
• Prepare briefing materials and company profiles to support client meetings and relationship-building efforts.
• Create and manage opportunities and leads within Salesforce.
• Prepare proposal drafts, including fee calculations, verification of Master Service Agreements (MSAs), and compliance with internal requirements.
• Coordinate proposal revisions and support consultants throughout the proposal approval process.
• Assist in the preparation and submission of RFPs, bids, and competitive tenders.
• Coordinate the end-to-end project setup process by reviewing and validating required documentation, including signed agreements, purchase orders, billing information, approvals, and client registration requirements.
• Open and maintain projects within PSA and other internal systems.
• Support project invoicing processes, including invoice review, client submission, and payment tracking.
• Monitor accounts receivable and follow up on outstanding payments to ensure timely collection of fees.
• Manage project closure activities in Searcher and PSA systems.
• Maintain accurate placement records and project data.
• Coordinate finalist background and academic verification processes.
• Upload and manage offer letters and related documentation within internal systems.
• Ensure placement information and hiring details are accurately recorded and updated.
• Research travel options and airfare through approved travel platforms.
• Coordinate travel bookings and ticket issuance with designated travel providers.
• Support executives with expense submission and processing through Concur.
• Ensure compliance with internal expense policies and approval requirements.

Conhecimentos

Organization

Project management

MS Office

English

Portuguese

Communication

Formação académica

Bachelor's degree or equivalent

Ferramentas

Salesforce

PSA

Concur

Descrição da oferta de emprego

Korn Ferry is a global consulting firm that powers performance. We unlock the potential in your people and unleash transformation across your business - synchronizing strategy, operations, and talent to accelerate performance, fuel growth, and inspire a legacy of change. That’s why the world’s most forward-thinking companies across every major industry turn to us - for a shared commitment to lasting impact and the bold ambition to Be More Than. Headquartered in Los Angeles, our over 9,000 colleagues globally serve clients in more than 50 countries. We offer five core capabilities that span the full talent lifecycle:

• Organizational Strategy
• Assessment and Succession
• Talent Acquisition
• Leadership Development
• Rewards and Benefits

About the Role

We are seeking a highly organized, proactive, and detail-oriented EA to support the full lifecycle of executive search assignments and business development activities. This role is critical to ensuring operational excellence across client engagement, proposal management, project administration, financial processes, and candidate data management. The ideal candidate thrives in a fast-paced, client-centric environment, demonstrates strong project coordination skills, and enjoys collaborating with consultants, clients, candidates, and internal teams to deliver exceptional search experience.

Responsibilities:

Business Development Support

• Conduct market and company research to support business development initiatives and client outreach strategies.
• Coordinate and schedule business development meetings, ensuring effective follow-up on opportunities and action items.
• Maintain accurate records of business development activities, call summaries, and client interactions within Salesforce.
• Prepare briefing materials and company profiles to support client meetings and relationship-building efforts.

Proposal & Opportunity Management

• Create and manage opportunities and leads within Salesforce.
• Prepare proposal drafts, including fee calculations, verification of Master Service Agreements (MSAs), and compliance with internal requirements.
• Coordinate proposal revisions and support consultants throughout the proposal approval process.
• Assist in the preparation and submission of RFPs, bids, and competitive tenders.

Project Setup & Financial Administration

• Coordinate the end-to-end project setup process by reviewing and validating required documentation, including signed agreements, purchase orders, billing information, approvals, and client registration requirements.
• Open and maintain projects within PSA and other internal systems.
• Support project invoicing processes, including invoice review, client submission, and payment tracking.
• Monitor accounts receivable and follow up on outstanding payments to ensure timely collection of fees.

Search Project Execution & Closing

• Manage project closure activities in Searcher and PSA systems.
• Maintain accurate placement records and project data.
• Coordinate finalist background and academic verification processes.
• Upload and manage offer letters and related documentation within internal systems.
• Ensure placement information and hiring details are accurately recorded and updated.

Candidate & Database Management

• Maintain and update candidate, client, and contact information across Searcher and Salesforce platforms.
• Ensure data accuracy, completeness, and compliance with internal processes.
• Coordinate courtesy calls and other candidate engagement activities.

Travel Coordination

• Research travel options and airfare through approved travel platforms.
• Coordinate travel bookings and ticket issuance with designated travel providers.

Expense Management

• Support executives with expense submission and processing through Concur.
• Ensure compliance with internal expense policies and approval requirements.

Qualifications

• Bachelor's degree or equivalent professional experience.
• Previous experience in executive search, professional services, recruitment coordination, project administration, or a related field.
• Strong organizational and project management skills with the ability to manage multiple priorities simultaneously.
• Excellent attention to detail and commitment to data accuracy.
• Proficiency in Microsoft Office Suite, particularly Excel, Word, PowerPoint, and Outlook.
• Strong written and verbal communication skills in English and Portuguese.
• Ability to build effective working relationships with internal and external stakeholders.
• Proactive mindset, problem-solving skills, and a strong sense of ownership.

What Success Looks Like

• Seamless coordination of executive search projects from opportunity creation through successful placement and project closure.
• Accurate and timely management of proposals, contracts, project documentation, and financial processes.
• High-quality stakeholder support for consultants, clients, and candidates.
• Strong operational discipline, ensuring data integrity across systems and adherence to internal procedures.

Equal Opportunity Statement

Korn Ferry is committed to diversity and inclusivity in the workplace.