Executive Assistant

Egon Zehnder•Montreal, QC

About The Position

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.

Requirements

High level of flexibility and reliability
Ability to organize and prioritize tasks according to strict deadlines
Ability to multi-task on many levels
Comfort with ever-changing tasks

Responsibilities

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.
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.
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.
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).