Administrative Assistant, Executive Search

COMPANY BACKGROUND/CULTURE

As the single source for leadership and talent consulting services to empower businesses and leaders to reach their goals, Korn Ferry can offer you the perfect environment in which to reach yours as well.

We currently employ more than seven thousand professionals operating in seventy countries and serving clients all over the globe. As one of them, you will have endless opportunities to innovate, make an impact, and work with the best. You will also have plenty of freedom to chart your own course, as you grow and develop with our business.

Talent matters at Korn Ferry. So we have created a colleague-centric culture where everyone has the opportunity to make an impact – on our business, on our clients' businesses, and on their own careers. Some of the things that make our culture special:

• 
  Creativity – We look to one another to generate innovative solutions, not only for our clients but also for ourselves.
• Collaboration – We work in an open environment with a borderless mentality, sharing the expertise of our team members around the world.
• Performance – We are committed to exceeding client expectations, so high performance levels are a given.
• Inclusivity – We encourage everyone to contribute to the success of the business; there is no role at Korn Ferry that is insignificant.
• Integrity – We believe that how you go about business is as important as business results.
• Agility – We work in a fast-moving, dynamic industry where change is the only constant and flexibility is key to our success.

KEY RESPONSIBILITIES

The Executive Assistant & Project Coordinator plays an integral role in the success of Korn Ferry. The EA/Project Coordinator is essentially responsible for all administrative aspects of the business conducted by his/her consultant(s), specifically on executive search engagements. As the knowledgeable focal point for search engagement activity, the EA/Project Coordinator communicates daily with clients and candidates and is responsible for managing and processing various aspects of search assignments in a wide range of specialties.

These responsibilities include, but are not limited to the following:

• Preparation of written materials (proposals, position specifications, status reports, candidate presentations, appraisals, reference reports, etc.) which will include organizing/collecting data, typing, formatting, proofing, binding and delivery.
• Proficient with Outlook and handling of confidential information. Accurately share confidential information with candidates and clients through email, paying close attention to send appropriate information to intended receivers.
• Become a proficient user of the firm’s proprietary database and other programs: Salesforce, Searcher Express, PSA - with a particular emphasis on accuracy and information quality and with a desire to always improve and preserve the integrity of these systems. The Project Coordinator is responsible for the following:
  • Open and track “opportunities” in Salesforce
  • Open and close search engagements in PSA.
  • Track and document each stage of a candidate’s recruitment process (“search flow”).
  • Enter data from resumes and other relevant information received from candidates and job seekers and attach documentation into Searcher Express.
  • Verify higher educational degrees of candidates and enter/upload verification documentation into Searcher Express.
  • Ensure consultant’s business development activities are appropriately documented in Salesforce.
• Scheduling and Travel Coordination Responsibilities. Scheduling and travel coordination are centric to the Project Coordinator role. These tasks must be done timely, efficiently and accurately such that all parties are appropriately confirmed and informed of pertinent details.
  • Schedule and organize video conferences (Zoom) meetings for consultant(s), candidates and, at times, clients.
  • Coordinate candidate and consultant travel and interview schedules.
• Accounting Responsibilities
  • Become a proficient and knowledgeable user of firm’s accounting system (PSA) to open and close search assignments. This will involve proper and accurate coding, entering of client information and search team credit allocations (splits), as well as placement information, final fee and expense information.
  • Monitor accounts receivables and assist in timely account collections.
  • Ensure accurate client invoicing using PSA.
  • Complex expense reporting. Process expense reports for consultant(s) and reimbursements for candidates.

LEADERSHIP CHARACTERISTICS

Understanding the Business

• Knows the business and the mission-critical technical and functional skills needed to do the job; understands various types of business propositions and understands how businesses operate in general; learns new methods and technologies easily.

Making Complex Decisions

• Can solve even the toughest and most complex of problems; great at gleaning meaning from whatever data is available; is a quick study of the new and different; adds personal wisdom and experience to come to the best conclusion and solution, given the situation; uses multiple problem-solving tools and techniques.

Keeping on Point

• Can quickly separate the mission-critical from the nice to dos and the trivials; quickly senses what's the next most useful thing to work on; focuses on the critical few tasks that really add value and puts aside or delays the rest.

Getting Organized

• Is well organized, resourceful, and planful; effective and efficient at marshalling multiple resources to get things done; lays out tasks in sufficient detail to mark the trail; is able to get things done with less and in less time; can work on multiple tasks at once without losing track; foresees and plans around obstacles.

Communicating Effectively

• Writes and presents effectively; adjusts to fit the audience and the message; strongly gets a message across.

Managing Work Processes

• Is an effective process, work flow, and systems designer; is good at figuring out what to measure to track progress; sets up systems that can almost manage themselves; is a master at the effectiveness and efficiency of work systems; can quickly diagnose and fix a work flow problem; always looking for incremental process improvement.

Being Organizationally Savvy

• Maneuvers well to get things done; maze bright; knows where to go to get what he/she needs; politically aware and agile; knows the right thing to do; presents views and arguments well.

Relating Skills

• Warm, friendly, and interpersonally agile; easy to approach and talk to; relates well to all kinds of people; makes a pleasant first impression and builds solid relationships.

Acting with Honor and Character

• Is a person of high character; is consistent and acts in line with a clear and visible set of values and beliefs; deals and talks straight; walks his/her talk; is direct and truthful but at the same time can keep confidences.

Being Open and Receptive

• At ease and relaxed; easy to talk to and get to know; listens attentively; is an open book; has a positive sense of humor; deals calmly with stress and gives people a chance to catch up.

Demonstrating Personal Flexibility

• Open to lifelong, continuous personal improvement; aware of self and impact on others; responsive to feedback; is very flexible; can act in ways that seem contradictory and is adaptable to demand characteristics of different situations.

Desired Characteristics

• High degree of professionalism and competence
• Desire and commitment to learn the “craft” at the highest level, and be an integral part of the team
• Dependable and discreet
• Strong work ethic and sense of personal and professional integrity
• Inter-personally and intellectually flexible to accommodate needs of business
• Thrives in highly stimulating environment
• Good sense of humor
• Ability to relate to others in a positive and helpful manner and build credibility and positive relationships with all of the firm’s key constituencies
• Self-motivated, energetic, tenacious with a “can-do” attitude, willingness to accept new challenges, find out-of-the-box solutions and able to work without direct supervision
• Ability/willingness to “partner” with consultant and serve as a team player
• Self-confident and assertive
• Positive attitude
• Excellent written and verbal communication skills, with a desire to communicate actively at all levels within and outside of the firm
• Meticulous attention to detail and superior organizational skills
• Able to manage and prioritize multiple tasks simultaneously
• Ability to stay focused and complete assignments within given time frames and required deadlines

PROFESSIONAL EXPERIENCE/QUALIFICATIONS

• 5-10 years Administrative or Project Management experience preferably with a Professional Services organization.
• Must demonstrate knowledge of business terminology and office protocol.
• Proficient (required) to advanced (preferred) usage with MS Office applications – Word, Excel, PowerPoint and Outlook.
• Given the high-degree of client deliverables and document production (reports, proposals, presentations, business correspondence, etc.) must possess excellent writing, proofing and editing skills.
• Experience working at an executive search firm preferred.

EDUCATION

A bachelor’s degree (or degree in process) in business or a related field is highly preferred.

COMPENSATION

A salary commensurate with experience will be offered to the successful candidate.

Korn Ferry is an Equal Opportunity Employer.