Executive Search Assistant

We are mission-driven to advance wellbeing across the Quality of Life ecosystem through impactful leadership. Come join us!

BACKGROUND

As the nation's only top ten executive search firm that dedicates its practice to serving organizations that improve quality of life, WittKieffer has developed specialized practice areas in healthcare, life sciences companies, higher education, academic medicine, and not-for-profit disciplines. Our search teams use a customized approach to assess organizational dynamics, leadership goals, and the competitive landscape to each organization.

WittKieffer has been recruiting great leadership for 50 years. Our clients have relied on us to help recruit and retain leaders with the best mix of skills, experience, vision, and character to fulfill their missions.

THE ROLE

The Executive Search Coordinator/Assistant (ESC/A) team is committed to delivering high quality customer service and search deliverables. The Executive Search Assistant (ESA) is an exciting opportunity for a motivated, proactive, team player with emphasis on organization, communication, professionalism, and attention to detail. The ESA provides administrative and data entry support for search projects emphasizing process-driven tasks requiring effective communication and technical skills. 

At WittKieffer, the Executive Search Assistant aids with balancing the workflow and needs of the Executive Search Coordinator (ESC) team. This position provides support for search team members ensuring search project deliverables are achieved and timelines are met.

The workflow varies from routine to heavy and is primarily deadline driven. The workload is fast-paced with a team-oriented approach. Focus is on detail-oriented tasks that range from basic to complex and may vary frequently. Close collaboration with team members is required to prioritize and balance competing task requests. Communication is to and from the ESC/A team with occasional interaction with the consulting search team. All team members are expected to be self-starters with a sense of responsibility, urgency, and ownership toward their work.

Work will be conducted in a remote or hybrid environment. The Executive Search Assistant role supports the Healthcare market, and reports to the Administrative Manager, Healthcare.

This position offers a base salary of $50,000 to $60,000, plus a target bonus of 5% of base salary. Salary within our ranges is determined by your education, experience, knowledge, skills, location, and abilities, as required by the role, as well as internal equity and alignment with market data. WittKieffer offers a full benefits package including medical, dental, vision, 401k, life and disability insurances, and generous paid time off.

RESPONSIBILITIES

Provide administrative support to search coordinators and search projects including but not limited to:

Effective Communication (Communication):

• Provide a high level of confidentiality and communication with candidates throughout the search process.

• Demonstrate professional communication skills, both verbal (in person and via phone) and written (correspondence, report writing, proofreading, email, proposals, etc.) with key constituents.

• Create, edit, and proofread client deliverables including memos, proposals, fee letters, leadership profiles, references, confirmation letters, and narratives, all in accordance with the firm's brand standards.

Proactive Coordination of Search Projects (Initiative/Proactive):

• Proficient understanding of status and expectations of search responsibilities and completes deadlines effectively.

Provides Support for Consultants and Candidates (Job Knowledge):

• Manage the search consultant’s calendar: coordinating dates, setting appointments, and general calendar management.

• Process and manage the timely submission of expense reports for consultants and candidates.

• Perform logistical support through scheduling meetings and travel arrangements for consultants and candidates.

Effective Use of Technology (Technical Skills):

• Maintain up-to-date and accurate job search information in WittKieffer’s proprietary database.

Time Management and Organization:

• Successfully collaborate with ESC team members to ensure quality and accurate timing of search project deliverables.

• Assist in work overflow projects to maintain a sense of balance across the team. Exhibit flexibility and an ability adapt to changing priorities and assignments.

• Collaborate across multiple departments including research, IT, and accounting to achieve project deliverables.

• Provide back-up assistance, coverage, and support for other ESCAs when necessary.

CANDIDATE PROFILE

Qualifications:

• College degree is preferred; high school diploma or equivalent is required.

• Minimum of two years of customer support experience.

• Minimum of three years of executive level administrative support experience.

Critical Competencies:

• High maturity and ability to exercise independent and rational judgement which is required to plan, prioritize, and organize a diversified workload; recommends change in market practices or procedures.

• Ability to follow through on many routines matters without supervision but using discretion on which matters can be handled alone and which should be referred to others.

• A "can-do" attitude and willingness to perform a wide variety of tasks required to meet the daily demands of the business.

• Ability to re-prioritize at a moment's notice with changing needs of the search consultants, clients, and candidates.

• Exceptional customer service skills–both verbal and written.

• Experience proofreading and editing documents with the ability to make recommendations for improvements.

• Proactive in forecasting and communicating ways to solve potential issues and willing to take coaching and direction along the way.

• Proven ability to learn and navigate new software tools and applications; proficient with Microsoft Office, primarily Outlook, Word, and PowerPoint.

• Excellent typing skills.

• Self-motivated and deadline-driven work ethic.

• Detail oriented with capability to see the big picture to shape project efforts.

• Previous experience working in a team environment and must be comfortable working with many different personalities and workstyles.

• Frequent communication (talking and listening) with internal departments and team members.

• Must be comfortable working in a confidential environment.

• Previous experience in healthcare, education, and/or professional service organizations is preferred.

• Mindset that thrives in a fast-paced environment and excels at managing multiple projects and stakeholders at once.

Witt/Kieffer Inc. ("Witt/Kieffer") provides equal employment opportunities to all employees and applicants. WittKieffer will recruit, employ, train, promote and compensate our employees without regard to race, religion, creed, color, national origin, citizenship, gender, pregnancy, military status, age, marital status, sexual orientation, sexual identify, disability or any other personal characteristic protected by applicable federal, state or local law. WittKieffer will endeavor to make reasonable accommodation, as required by law, for qualified individuals with known disabilities or religious practices unless doing so would result in an undue hardship on the operation of our business.