Executive Assistant
Spencer Stuart
Hong Kong

Founded in 1956, Spencer Stuart is the leading international, privately held executive search firm in the world, specializing in senior-

level executive search and board director appointments. With 57 offices in 30 countries, Spencer Stuart operates as a partnership and is organized by industry practice.

Specialized consultants work in teams, often across international boundaries that maximize sector specialization and knowledge-sharing.

Spencer Stuart’s core business is identifying, assessing and recruiting leaders. The firm helps clients find the ideal individual to fit their leadership objectives tailoring each assignment to reflect their strategic goals and current business situation.

The firm is renowned for its work at the CEO, C-suite and general management levels, partnering with a diverse group of clients across a broad range of industries and sectors.

The firm globally conducts more than 4,000 senior-level searches annually for clients ranging from major multinational corporations, to medium-

sized businesses to family-owned companies and entrepreneurial start-ups. In addition to executive search, Spencer Stuart offers advisory services to assist clients on critical leadership matters, including board assessment and governance consultation, CEO succession planning and management assessment.

Widely regarded as the firm of choice for CEO, CFO, board director, and other top-level executive searches, Spencer Stuart has exceptional access to the world’s business leaders.

With consistently successful search results, long-term relationships have been established with many clients. More than 65% of the Firm’s business is conducted for repeat clients reflecting an embedded commitment to quality which we independently assess after every assignment.

Key Responsibilities

The Executive Assistant’s (EA) primary responsibility will be to provide administrative support to one or two executive search consultant(s) as well as assist other members of the office staff to balance the workload of the office.

  • Prepare all production work associated with executing a search assignment, from start to finish, including qualifications packages for potential new searches, proposal and confirmation letters, position specifications, target lists, progress reports, candidate presentations, reference reports, closeout letters, and candidate and client correspondence.
  • Close out completed searches, organizing all paperwork associated with the search.
  • Work closely with client organizations to schedule candidates for interviews with clients, including assistance with hotel reservations, air travel, directions, etc.
  • Ensure that clients are properly billed; monitor accounts receivables; review monthly client billing worksheets.
  • Arrange trip schedules for the consultants, making travel and associated arrangements.
  • Prepare expense reports and ensure accuracy of the allocation of client-related expenses.
  • Provide assistance with additional office responsibilities, which could include front desk / switchboard coverage, supporting multiple consultants, IT liaison, software trainer, quality assurance, EA mentor, special office projects, social functions, etc.

    Reports to :

    One to two executive search consultant(s)

    Other Key Relationships :

    Corporate Office Staff

    Research / Associate Staff

    Ideal Experience

  • 5+ years of administrative assistant experience in a professional environment that is production and administratively oriented, preferably from law firm, consulting firm or other professional services companies.
  • Experience proofreading and editing client documents.
  • Strong work ethic and sense of personal and professional integrity.
  • Bachelor degree qualification essential.
  • Fluent in English and Mandarin (speak, read, write, type), and preferably Cantonese.
  • Proficient in Microsoft applications (Word, Outlook, PowerPoint, Excel).
  • Critical Competencies for Success :

    Project Management :

    Manage projects to smooth and high-quality outcomes (as measured by year-end performance appraisal and on-going client feedback) while working on multiple searches with differing priorities and short timelines that involve team members with varying styles.

    The ideal candidate will do this by :

  • Taking the lead in the timely and efficient scheduling of candidate / client meetings, ensuring that all parties are kept informed and all details are confirmed and communicated.
  • Leveraging technology tools such as Outlook, the Microsoft suite of products, and a relational database to their fullest potential, including : Using the calendar to schedule, track, and notify people of meetings and changes to the consultant’s schedule.
  • Knowing which tool is most appropriate for the task at hand, and integrating the features of the Microsoft suite of products to produce the most efficient end product.

    Leaving a trail in the relational database by entering real-time feedback and search progress solicited from all members of the search team, clients, and candidates.

  • Maintaining flexibility to meet the changing demands and deadlines by identifying early warning signs of potential non-
  • delivery, troubleshooting and requesting help, if needed. Conversely, offering support to colleagues who are in need.

  • Regularly communicating with team members (colleagues, clients, candidates) regarding expectations, deadlines and project status via face-
  • to-face meetings, conference calls and e-mails.

  • Establishing and agreeing upon the appropriate methods and frequency of communication with the consultant and other search team members.
  • Proactively and regularly communicating with the consultant and search team to ensure everyone understands the major milestones for the search.
  • Staying optimistic and positive even in the face of stress, faces challenges by looking for solutions and offers support to colleagues who are in need.
  • Power-user of technology :

    Leverage technology systems to their fullest potential to increase and maintain efficiency in an environment where technology changes constantly and productivity demands remain high.

    The ideal candidate will do this by :

  • Embracing and actively participating in training opportunities.
  • Proactively seeking guidance / coaching from peers or corporate trainers to augment / improve deficiencies in skills.
  • Implementing the skills and knowledge in a timely fashion by persevering through the learning curve associated with incorporating these enhancements into every day work activities.
  • Proactively sharing best practices with the search team by sharing the benefits of improved efficiencies. This could be in the form of informal, on-
  • the-job opportunities or in formal, structured learning opportunities with colleagues.

    Other Personal Characteristics

    The following traits and characteristics exemplify the ideal personality profile of an EA :

  • Comfortable working in an openly communicative environment.
  • A high level of respect for and adherence to a team approach.
  • A self-assured individual with a balanced perspective who demonstrates maturity and exercises good judgment.
  • An individual who unemotionally addresses issues on merit.
  • Committed to giving and receiving feedback, self-development and learning new skills as the business evolves.
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