Executive Assistant

Job summary

Provide comprehensive administrative support to executive search consultants, including calendar management, travel coordination, and document preparation. Manage stakeholder relationships and oversee operational efficiency and front desk reception duties.

Job details

About DHR Global DHR Global is a leading retained executive search firm, dedicated to delivering top-tier leadership solutions to our clients worldwide. We are committed to excellence, innovation, and providing the highest level of service. Our team of experienced professionals works collaboratively to meet the evolving needs of our clients. Position Overview DHR Global is seeking a highly organized and proactive executive assistant to provide administrative support to one to three executive search consultants helping streamline operations and improve overall efficiency. Key responsibilities include: Calendar & Communication Management: Manage the executive's schedule, ensuring efficient time management and prioritization of meetings. Serve as the primary point of contact for internal and external communications. Expense Reporting: Preparing expense reports and ensure accuracy of client-related expenses. Document Preparation & Review: Create client presentations, business development packets, and proposals. Prepare all production work associated with executing a search assignment from start to finish. This includes, but is not limited to, position specifications, target lists, progress reports, candidate presentations, reference reports, and scorecards. Meeting Coordination: Arrange and coordinate virtual meetings, global calls, and travel arrangements. Prepare agendas, take minutes, and follow up on action items. Travel Arrangements: Plan and coordinate all travel arrangements, including booking flights, accommodations, and ground transportation. Prepare detailed itineraries. Project Management: Oversee and manage special projects and initiatives. Track progress, prepare status reports, and ensure timely completion of tasks. Stakeholder Relationship Management: Build and maintain relationships with key stakeholders, including senior executives, board members, and external partners. Operational Efficiency: Identify opportunities to improve operational processes and procedures. Assist in the management of day-to-day operations to enhance overall efficiency. Confidential Handling: Manage sensitive and confidential information with discretion and professionalism. Reception Management: Provide front desk reception coverage one day per week. Desired Qualifications Three or more years of executive administrative assistant experience in a professional services environment, preferably supporting senior executives. Fluency in Quebec French is required. Ability to work in the office regularly, typically Tuesday–Thursday. Excellent written and verbal communication skills. Proficiency in Microsoft applications (Word, Outlook, PowerPoint, Excel). Bachelors degree preferred but required.

What you’ll do

Provide comprehensive administrative support to executive search consultants, including calendar management, travel coordination, and document preparation. Manage stakeholder relationships and oversee operational efficiency and front desk reception duties.

Requirements

Requires three or more years of executive administrative experience in professional services and fluency in Quebec French. A bachelor's degree is preferred, along with proficiency in Microsoft Office applications.

Listed skills

• document preparation · Preferred
• Operational Efficiency · Preferred
• Microsoft Excel · Preferred
• Microsoft Word · Preferred
• Project management · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Expense Reporting
• Document Preparation
• Meeting Coordination
• Travel Planning
• Project Management
• Stakeholder Relationship Management
• Operational Efficiency
• Confidentiality
• Reception Management
• French Fluency
• Microsoft Word
• Microsoft Outlook
• Microsoft PowerPoint
• Microsoft Excel

Job areas

• Administrative
• Consulting
• Human Resources
• Management & Leadership