THE COMPANY
Our client is RSR Partners (www.rsrpartners.com ), an executive search and corporate governance recruiting firm based in Greenwich, CT. We have worked with clients in many industries including financial services, healthcare, consumer products, technology, transportation, automotive, and diversified manufacturing.
Our team collaborates in leveraging the individual expertise at the firm to solve a variety of human capital issues for our clients. While our team has experience in several of the world’s largest search firms, our consultants can now offer a more personal approach that provides our clients with full access to all our firm’s resources. Our involvement ranges from board and executive recruitment to providing counsel on management succession planning. By focusing on corporate board and C-level mandates, we are continuously expanding our knowledge base of accomplished senior executives that allows our firm to more effectively complete assignments.
We are not limited by the bureaucracy or conflicts that the larger search firms have nor the regional restrictions of our more provincial competitors. Combined with our collaborative culture, our clients are assured that their search objectives will not be compromised by such road blocks as internal competition for candidates. As such, we turn down any assignment where we perceive a conflict.THE POSITION
Position: Executive Assistant
Reports to: Managing Director
Location: TBD (Dallas, Greenwich, or New York)
ROLE and RESPONSIBILITIES
The Executive Assistant position is an incredible opportunity for an energetic, detail-oriented, motivated problem-solver who enjoys a challenging, fast-paced environment. The Executive Assistant (EA) will be supporting a Managing Director while working collaboratively with the Associates, and is responsible for an array of administrative responsibilities in the office.
Key responsibilities include:
- Manage workload and calendars and act as gatekeeper.
- Be aware of urgent emails and voicemails and bring to the attention of the MD.
- Manage MD’s schedule, especially booking meetings and calls (both virtually, offsite and internally). Track calendars in Outlook.
- Maintain contacts in Outlook and Encore search database.
· Project coordinator responsible for ensuring the seamless flow of internal and external information throughout the origination and execution of every search
- Compile correspondence and reports for internal and external communications.
- Extensive travel coordination, scheduling meetings, making travel arrangements, etc. for MD and candidates.
- Assist with event planning/execution
- Prepare, proofread and edit all outgoing correspondence, e.g. letters, candidate reports, capabilities presentations, etc.
- Ensure that all projects and contracts are up to date and produce regular reports for clients outlining progress on all projects.
- Manage electronic filing and management system.
- Other administrative tasks as needed or on a regular basis; i.e. expense reports, completing paperwork, screening resumes, tracking invoices/receivables, etc.
· Responsible for sending all client and candidate communications via email. Must understand the sensitivity of these communications and the need for accuracy and confidentiality, as the quality of our work product and the timeliness of communication is a direct reflection on the services we are providing.
· Draft initial search documents – engagement letter, position specification, acid tests
· Schedule all client progress meetings – coordinate schedules, send Outlook invites
· Interface with client staff to coordinate candidate interview schedules
· Candidate interaction – phone calls, interview scheduling, arrange travel, submit expense reimbursements
· Work closely with Senior Associate on search activity
· Track candidate interviews on Managing Director’s calendar
· Assemble documentation in support of client invoices
· Verify candidate education
· Maintain database with candidate status updates and documents
IDEAL CANDIDATE
We seek an experienced Executive Assistant with 5+ years’ experience preferably in the search industry, hospitality industry, or related professional services where there is intensive project management. He or she is a self-starter with high energy and personal drive. He or she has a track record of successfully managing upwards. This person has excellent computer skills. Attention to detail is a must. He or she has exceptional organization, writing and interpersonal skills. This person has the ability to think on his or her feet and switch gears at a moment’s notice. The core competencies we seek for this role include:
Organization/Proactivity
This person is proficient at time and task management. He or she can anticipate the needs of the Managing Director in addition to clients and candidates, and proactively handle situations as they arise. This person balances conflicting priorities in order to manage workflow, ensure the accurate completion of essential projects, and meet critical deadlines.
Team Player/Customer Service
He or she promptly responds to requests with accuracy and a courteous, professional demeanor. This person works as a competent member of the team, willingly providing support and actively supporting group goals.
Communication
This individual writes and speaks effectively across all levels of an organization; states own opinions clearly and concisely; demonstrates openness and honesty; listens well during meetings and feedback sessions; explains reasoning behind his or her opinions; asks others for their opinions and feedback; asks questions to ensure understanding; exercises a professional approach with others using all appropriate tools of communication; uses consideration and tact when offering opinions.
Computer/Technical Skills
He or she displays proficiency using standard office equipment such as computer, phone, copier/scanner, etc. This person has demonstrated the ability to effectively use Microsoft Word, Outlook and Power Point. Experience with Encore is preferred, but ability to quickly learn and utilize the program will be key.
Judgment
This person exhibits sound judgment and the ability to make reasonable decisions in the absence of direction. He or she swiftly refers problems/issues to the appropriate person when necessary. This person works effectively without constant and direct supervision or guidance.
Agility and Flexibility
He or she is adept at adjusting his or her behavior to new information or changing circumstances. This person remains open to new ways of doing things. He or she also works effectively in an unstructured or dynamic environment. Not to be contradictory, but this person is also known for persistence and perseverance. He or she is able to continue with a course of action or relationship in face of opposition and/or adversity for protracted time periods.