Executive Assistant at Callan Associates

About the Company

Callan Associates is one of the nation's leading Boutique Retained Senior Executive Search Consulting Firms. Founded in 1982 with a mission to deliver high-quality, personalized executive recruiting services, Callan Associates has established itself as a trusted partner to a select group of corporate clients. Based in Oakbrook, IL, the firm adeptly serves globally diversified, large public companies and privately held entities, including Private Equity firms. The array of services offered includes Senior Level Searches, Board of Directors Services, and Executive Assessments, encompassing CEO Succession planning and strategic mapping.

About the Role

Callan Associates seeks an experienced, dynamic, and impactful professional to fill the Executive Assistant role. This pivotal position is designed to assist the Managing Partners in a variety of capacities:

• Managing their schedules
• Coordinating client and candidate activities
• Preparing reports and documentation
• Handling communication from both internal and external sources
• Executing multiple complex and diverse special projects as directed

Responsibilities

The Executive Assistant will provide comprehensive administrative support to the partners, ensuring smooth and efficient operations. Key responsibilities include:

• Client Correspondence and Communication: Facilitate effective communication between clients and the firm, managing emails, phone calls, and written correspondence with professionalism.
• Candidate and Client Schedule Coordination: Organize and manage schedules for candidates and clients, ensuring all meetings and appointments are synchronized and conflicts are avoided.
• Document and Report Preparation: Prepare and edit documents, reports, and presentations, ensuring accuracy and adherence to the firm's standards.
• Travel Planning and Support: Arrange travel plans, including booking flights, accommodations, and transportation, and providing travel itineraries and support as needed.
• Execution of Search-Related Activities: Assist with activities related to search assignments, including conducting research, preparing materials, and coordinating with relevant parties.
• Schedule Management Using Integrated Outlook Calendars: Maintain and manage integrated Outlook calendars for partners, ensuring optimal time management and appointment scheduling.
• Maintaining Content Within Support Systems: Update and manage content within support systems such as SharePoint and tracking databases, ensuring information is current and accessible.
• Client and Candidate Research: Conduct research on clients and candidates, gathering and analyzing information to support decision-making and strategy.

Qualifications

The ideal candidate for the Executive Assistant position will be resourceful, action-oriented, and thrive in a small team environment. To be successful in this role, the candidate should possess the following qualifications:

• Experience: A minimum of eight years of experience as an Executive Assistant, including support of C-Suite executives. Experience in Professional Services firms is highly desired.
• Communication Skills: Strong communicator with the ability to create reports and write business correspondence. Clear and concise communication via email, memoranda, phone calls, and face-to-face interactions is essential.
• Proactivity and Problem-Solving: Ability to anticipate needs, solve problems independently, and think strategically. The candidate should be able to resolve conflicts respectfully and thoughtfully.
• Work Habits: Efficient work habits with the ability to be self-directed, proactive, and manage multiple tasks throughout the day.
• Ownership and Responsibility: Ability to take ownership by actively managing and prioritizing tasks, ensuring timely and accurate completion.
• Interpersonal Skills: A team player with strong interpersonal skills, capable of interacting effectively with staff, partners, and clients in a timely manner.
• Organization and Detail Orientation: Superior follow-up skills, incredibly well-organized, and detail-oriented.
• Technical Proficiency: Proficient with MS Office Suite, particularly Outlook, Word, Excel, and PowerPoint. Strong internet research experience and aptitude with current technology and apps.
• Adaptability: Ability to learn new skills and adapt to new projects as the firm continues to grow.