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Executive Assistant, United States

Reports to: EA Manager for Americas

Key Stakeholders: Managing Director for Americas

Supports: Director x 1; Associate Director x 2

 

Company Background

ChapmanCG is a global search firm, specialized purely in Human Resources. We conduct executive searches for Human Resources leaders all over the world. In our eleven year history we have built a reputation as one of the most innovative and admired search firms in the world. Our headquarters is located in Singapore, with consultants based throughout Asia, Australia, Europe and North America.

We work across all industries and areas of HR. Our client base is largely European and US global multinationals, public companies of mid-to-large size. As part of our growth strategy, we have a heavy emphasis on thought leadership and HR networking, appreciated by our global HR network which now exceeds 110,000 HR leaders. The loyalty and goodwill that exists in these relationships, along with our deep specialist understanding, allows us to work quickly and efficiently in engaging with the best HR talent anywhere in the world.

We are proud to be a diverse team in pursuit of our company values. We position ourselves externally in line with how we operate internally, which is: Practical and Flexible; Honest and Constructive; Caring and Committed; Intelligent and Agile.

 

Position Overview

The position of Executive Assistant involves supporting two to three search consultants performing executive searches for Human Resources professionals for client organizations. Within the United States, these searches are mainly Americas-based regional and global HR positions for top multinational companies. The core focus of this role is to support the search consultant in meeting clients and candidates including scheduling times for them to speak, setting up processes when new searches come in, helping to send candidate reports (resumes in ChapmanCG format) to clients, arranging for our clients to meet selected candidates, debriefing with both afterwards, and working through the hiring process including salary negotiations and reference checking.

 

Key Responsibilities

Support for Consulting Team

  • Scheduling of calls/meetings with candidates
  • Scheduling calls/meetings with clients
  • Scheduling client/candidate interviews
  • Weekly Job Sheet updating
  • Monthly Expense submittals
  • Vacation application for Directors
  • Adding vacation in team calendars for Directors
  • Assisting with proofing/formatting of candidate reports, including filing
  • Assisting in database/CRM updates for candidates/clients as needed
  • Diary management and tracking of consultant metrics
  • Travel arrangement (flight, hotel) for Directors
  • Trip packet for Directors (as needed)

Support for EA Manager for Americas

  • CCIV Support:
    • Coordination with candidates
    • Coordination with client’s contact
    • Assisting in database/CRM entries for calendars
    • Building client-facing calendar invites
  • Assist with checking and filing commercial documents, such as business terms and client contracts
  • Assist with checking, proofing, formatting and development of candidate reports (ChapmanCG’s proprietary version of a candidate’s CV)
  • Assisting with running of weekly US team calls (documents/screen-sharing)
  • Assist with arranging HR networking meetings
  • Assist with venue management – identifying locations for ChapmanCG team members to meet when in the same city, or locations to meet F2F with clients during business travel

 

Qualifications and Experience

  • Bachelor’s degree
  • Excellent written and verbal communication skills
  • Well-developed interpersonal skills with the ability to communicate with employees and management at all levels of an organization. Able to gain attention, and be succinct, to the point
  • Microsoft Office (Outlook, Word, Excel, and PowerPoint)
  • Performance and delegation of administrative duties such as: typing of reports, correspondence, mailings, filing
  • Experience compiling, preparing, and submitting expense reports
  • Solid experience writing documents such as meeting minutes, articles, advertisements, or position descriptions would be a plus
  • Experience managing calendars for senior executives including planning and scheduling meetings, teleconferences, and video conferences
  • Previous experience within a multinational environment, working across time zones
  • Experience organizing travel schedules and itineraries domestically and ideally also internationally
  • Event coordination for offsite leadership meetings, team meetings, and internal conferences would be a major plus
  • New employee orientation experience – as a ‘point person’; and/or assisting in creating and delivering materials an asset
  • Strong project management skills including the ability to juggle multiple projects calmly and accurately is essential
  • Able to keep a sharp sense of priorities – gets things done transparently, without drama and complication
  • Willing to challenge in a constructive way
  • Prior experience or contact with Human Resources departments or executives would be useful
  • Spanish, Portuguese or another second language would be of value

 

To express your interest, please click below. We look forward to hearing from you.

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