Executive Assistant, Floater - Egon Zehnder

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.

The Opportunity

The Executive Assistant Floater provides high-level, quality support to Consultant(s) during an Executive Assistant’s vacation, leave, etc. This role also provides administrative assistance in all aspects of our engagements, relieving the Executive Assistants of administrative burden on projects. This individual must be comfortable with ever-changing tasks and must possess a high level of flexibility. Reliability, as well as the ability to organize and prioritize tasks according to strict deadlines, will be critical to the role. The successful candidate can multi-task on many levels and relish the variety and unpredictability of juggling multiple tasks and changing priorities.

What You’ll Do

EA Coverage

•          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.

•          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.

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. 

•          Manage Candidate education verification.

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)

Requirements

What We’re Looking For

•          Bachelor’s degree preferred.

•          Demonstrated proficiency in Microsoft Suite (Outlook, Teams, Word, PowerPoint, Excel)

•          One year of experience in administrative function preferred, ideally within in 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 comfortable with the unknown, as well as work well under pressure, 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. 

Benefits

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. We are proud to have made connections and live our values through our Employee Resource Groups and DE&I initiatives:

-          B@EZ - Blacks at Egon Zehnder

-          LGBTQ+ at Egon Zehnder

-          HOLA – Hispanic / LatinX Organization for Leadership Advancement

We have been a values led Firm from the outset. Values have an aspirational aspect to them – they guide our behavior and remind us when we fall short. Our Firm operates under five Firm Values – One Firm, Clients First, Generosity, Spirit of Ownership, and Embrace Difference – each emphasize a different aspect of who we are (and want to be), and only together they help us balance what is right at any given situation.

Benefits

• Hybrid work model: 50% in office / 50% remote* (Tuesdays/Wednesdays/Thursdays)
• 401k – company match and additional discretionary employer contribution
• Comprehensive Health Plan – medical, dental, vision, life insurance, long-term disability
• Employee Assistant program (EAP)
• Paid parental leave
• Personal Time Off – paid vacation, sick time, volunteer days
• Paid holidays including week off between Christmas and New Year’s

Our Offices

Since its founding in a Zurich townhouse in 1964, Egon Zehnder has grown to 67 offices in 37 countries. We have 2300 global employees and 450 US employees.

Our U.S. Offices include Atlanta, Boston, Chicago, Dallas, Houston, Los Angeles, Miami, New York, Palo Alto, San Francisco, and Washington D.C.

*At Egon Zehnder, employee safety, well-being, and engagement is a top priority and at the core of our culture. Egon Zehnder United States is operating under a hybrid model which requires all U.S. 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. U.S. employees can work remotely during the remaining days of the month. 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 skillsets in our workplace. To learn more about Egon Zehnder’s continued commitment to diversity and inclusion, please visit: https://www.egonzehnder.com/diversity-initiatives.