Administration Assistant - Personal Secretary

A minimum of 5 years as an EA at the executive level, preferably within a professional services environment

Good organizational skills and basic commercial business intelligence are essential

Previous search firm and/or office administration are a plus

the ideal candidate will be a role model for members of the Administrative staff and have a track record that displays collaboration expertise and a working style that ensures that mutual interests of all parties are met

Project management experience is a plus

This position supports one or more consultants by providing ongoing assistance in all aspects of our engagements, relieving the executive of administrative detail on projects

The role requires an individual capable of planning, executing and finalizing projects according to strict deadlines

This includes acquiring resources and coordinating the efforts of team members and clients in order to deliver projects according to plan

The individual must proactively manage changes in project scope, identify potential crises and devise contingency plans

The successful candidate will be highly flexible, have the ability to multi-task on many levels and relish the variety and unpredictability of juggling multiple projects and changing priorities

It is critical that the executive assistant feel part of each project, have a sense of ownership and involvement in the process, so as to be able to stage-manage all the elements that come together in a successful mandate

The Executive Assistant must ensure discreet handling of all interactions with clients, candidates, etc

Interaction with clients / candidates / overseas offices

Travel arrangement (International and domestic)

Helping ensure the necessary documentation / paper work is in order ( Visas, letter of invitation, etc )

Arranging local transportation

Planning for contingencies

Interacting with other EZ offices globally for support as required

Database Management

Adhering to protocols and processes related to EZ proprietary Database.

Update the database with accurate and timely information.

Generating high quality documents from the system

Adept in Word, PowerPoint and Excel. Arranges 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

Manages a complex calendar and prioritize meetings/calls as needed

Arranges and coordinates complex and detailed travel plans, itineraries, and agendas for both the Consultant and Candidate. Compiles documents for travel-related meetings.

Composes, prepares, and edits correspondence that is often confidential.

Performs 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.

Holds additional Office/Reception responsibilities to ensure the office is operating smoothly. Provides ad-hoc support to other EAs when requested to assist with work overflow as capacity allows. (Determined by Office Administrator)

Project Management/Search Related

Serves as client and candidate liaison assisting consultant in maintenance of daily search activities

Provides ongoing project management assistance in complex and confidential assignments

Ensures that our global database is up-to-date and accurate; Produces high quality Client and Candidate deliverables with a hands-on approach ensuring completion within the designated timeline

handles matters expeditiously, proactively, and follows- through on projects to successful completion, often with deadline pressure

Builds positive relationships and interfaces with high-level executive candidates (Fortune 500 client executives & candidates) involved in highly confidential projects

We value our people and offer employees a comprehensive benefits package. 5 Days working in a Fast-paced work environment

Employee friendly policies

Personal development and training

Health Benefits, Accident Insurance

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

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4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

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5. HOW DO YOU PROCESS INFORMATION?

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6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

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Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...