Executive Assistant

Egon Zehnder; Chennai District; On-site; INR 1,800,000 - 2,600,000; Full time

Job summary

Egon Zehnder Knowledge Centre India in Chennai seeks an experienced Executive Assistant to support one or more consultants with project coordination, scheduling, travel, and document preparation. The role requires discretion, multi-tasking, and proactive problem solving to keep engagements on track.

The ideal candidate has at least 5 years of executive‑level EA experience, solid organizational skills, and strong command of Word, PowerPoint and Excel.

Qualifications

• Minimum 5 years of executive‑level EA experience.
• Strong organizational skills and discretion.
• Experience in a professional services environment is a plus.
• Proactive, multi‑tasking with tight deadlines.

Responsibilities

• Arrange client and candidate meetings and travel.
• Manage a complex calendar with competing priorities.
• Prepare client‑ready documents and presentations.
• Coordinate with overseas offices and internal teams.
• Provide ad‑hoc administrative support as required.
• Assist accounting with invoicing and expense reporting.

Skills

Executive support

Calendar management

Travel coordination

Client liaison

Documentation

MS Office

Tools

Word

PowerPoint

Excel

Job description

The Company

Egon Zehnder (www.egonzehnder.com) is the world’s preeminent leadership advisory firm, inspiring leaders to navigate complex questions with human answers. We have more than 560 consultants who bring together vast industry experience and diverse insight, operating globally through 63 offices in 36 countries spanning across Europe, the Americas, Asia Pacific, the Middle East, and Africa. We believe that together we can transform people, organizations, and the world through leadership. Our clients range from the largest corporations to emerging growth companies, government and regulatory bodies, and major educational and cultural institutions. We collaborate as One Firm across industries and geographies, leveraging strengths of every colleague and operate as a private partnership independent of any outside interests.

Knowledge Centre India (KCI)

Knowledge Center India (KCI) is the central engine that drives the operational value for the firm. Established in 2004, KCI has evolved over the years from purely operational efficiencies into more value-added service offerings, becoming a true business partner. There are various teams based at KCI that work with Global Offices, Practice Groups, and the Management across all aspects of the firm's business life cycle. With a headcount of more than 500, the center has 5 core teams working including Experts, Research Operations, Visual Solutions, Projects/CV Capture and Digital IT, working round the clock on many mission critical elements.

The Position

This position supports one or more consultants by providing ongoing assistance in all aspects of our engagements, relieving the executive of administrative detail on projects. 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 to deliver projects according to plan. The individual must proactively manage changes in project scope, identify potential crises and devise contingency plans.

The successful candidate will be highly flexible, can multi-task on many levels and relish the variety and unpredictability of juggling multiple projects and changing priorities. It is critical that the executive assistant feel part of each project, have a sense of ownership and involvement in the process, 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.

About the Candidate

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. The candidates are the trusted and respected 'right arm' to the executive. Project management experience is a plus.

Supporting the Assignment Process

• Arranging client (CXOs) and candidate meetings

• Interaction with clients / candidates / overseas offices

• Requesting, coordinating, and scheduling meetings / presentations with client offices
• Coordinating with candidates

• Travel arrangement (International and domestic )
• Helping ensure the necessary documentation / paperwork is in order (Visas, letter of invitation, etc.)
• Hotel reservations
• Arranging local transportation
• Co-ordination and follow-up
• Planning for contingencies

• Interacting with other EZ offices globally for support as required
• Drafting and sending off internal communication / memos etc as required by the Consultant the candidate 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 matter 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.