Executive Assistant, Executive Search

Egon Zehnder; Montreal (administrative region); On-site; CAD 55,000 - 75,000; Full time

Job summary

Egon Zehnder seeks an Executive Assistant to support our North America-based consultants. The role requires flexibility, reliability, and the ability to juggle multiple tasks and changing priorities with precision.

You will manage calendars and arrange complex travel plans, prepare documents, and handle expense reimbursements. This role interfaces with executives and the internal/external teams to ensure deadlines are met and client needs are served.

Qualifications

• Ability to manage complex calendars and travel plans.
• Experience supporting executives and multi-stakeholders.
• Strong organizational and communication skills.

Responsibilities

• Arrange and manage complex scheduling for meetings, interviews, and events.
• Coordinate detailed travel itineraries for consultants and candidates.
• Process expense reimbursements and client invoicing support.
• Maintain high-quality client and candidate deliverables within deadlines.
• Provide confidential correspondence and cross-functional interface between consultants and teams.
• Support fielding calls, visitor reception, events, and ad-hoc projects.

Skills

Calendar management

Travel coordination

Administrative support

Expense reporting

Tools

Global travel tool

Records system

Job description

The Executive Assistant provides high-level, quality support to our external facing team of Consultants, primarily in North America. This role provides administrative assistance in all aspects of our engagements which requires comfort with ever-changing tasks. The right candidate must possess a high level of flexibility and reliability, as well as the ability to organize and prioritize tasks according to strict deadlines- these skills are critical to the role. The successful candidate will also be able to multi-task on many levels and relish the variety and unpredictability of juggling multiple tasks and changing priorities.

What You’ll Do

• 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.
• Manage complex calendars and prioritize meetings/calls 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.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on time-sensitive projects to successful completion.
• Provide a bridge for smooth communication between the consultant and external/internal team members.
• Produce high quality client and candidate deliverables, ensuring completion within designated timeframes.
• Successfully completes critical aspects of deliverables with a hands-on approach.
• Compose, prepare, and edit confidential correspondence.
• Work closely and effectively with consultant and research stakeholders to ensure deadlines are met and client needs are served.
• 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.
• Assist accounting department with billing, client invoicing, and receivables.
• Build positive relationships and interface regularly with high-level executives involved in highly confidential projects.

Administrative Support

Database Management

• Ensure that global database is up-to-date and accurate; including but not limited to all client/internal documents, client/candidate information, notes, emails, and appointments.
• Diary booking management: phone calls/in-person meetings, interviews, and presentations.
• Record entry and record updating.
• Upload documents/content to Person Records, Assignment/Project Records, Event Records.
• Generate various Client and Candidate documents.

Travel and Expenses

• Utilize global travel tool to book complex and detailed travel plans, itineraries, and agendas for both the Consultant and Candidate.
• Assist with compiling documents for travel-related meetings.
• Manage expense reports for assigned Consultants from start to submission.
• Assist with Candidate reimbursement.

Ad-hoc Administrative Assistance

• Printing/Binding
• Administrative support for various virtual and/or in-person events (holiday parties, staff offsites, client events, business development events, etc.)
• Other administrative projects assigned by the Executive Assistant(s)

About Egon Zehnder

Egon Zehnder is the world’s preeminent 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 are built on a foundation that supports partnership in the truest sense of the word and aligns our interests with the interests of our clients. Our 560 consultants across 64 offices and 36 countries are former industry and functional leaders who collaborate seamlessly across geographies, industries and functions to deliver the full power of the Firm to every client, every time.

We partner closely with public and private corporations, family-owned enterprises, and non-profit and government agencies to provide executive search, leadership solutions, CEO search and succession, and board advisory. We believe that together we can transform people, organizations and the world through leadership.

Due to high volume, we will only be contacting applicants who meet all of the minimum requirements listed in the job description. Only those applicants who align most closely with our minimum and preferred qualifications will be contacted for an interview. The Recruiting team at Egon Zehnder will retain your application materials and may contact you regarding future opportunities.