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Executive Assistant
CA - Irvine
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Opportunity Snapshot
This position offers you the opportunity to work with a nationally respected leader in the recruiting profession at one of the most highly regarded executive search firms in the world. You will interact with a variety of interesting high-level professionals in the life sciences and high tech industries in this rapidly growing practice. In addition to working in an attractive, newly opened office across from the trendy Irvine Spectrum, you will support a professional who has a track record of demonstrating genuine personal interest in the success of his employees.
You will provide a full range of support, including extensive phone interaction, maintaining a busy calendar, tracking project activities, preparing and proofreading correspondence, and more. To be a good fit for this opportunity you will have ten years of relevant experience, outstanding organizational abilities, and exceptional phone skills. We're looking for an individual with the professional maturity and gravitas to interface effectively with high-level executives, but who also has an upbeat and positive attitude. You will also need a demonstrated ability to achieve goals with minimal supervision, and have a high degree of comfort working alone in the office.
The executive you'll support, Tom Koch, has a distinguished career leading global human resources organizations with companies like PepsiCo, General Electric, and Deloitte & Touche. After several years as a top producer at McDermott & Bull, Mr. Koch recently joined CTPartners, a global performance-driven executive search firm committed to delivering exceptional results. CTPartners is ranked among the top executive search firms in the world. We attribute our growth and continued success to our strategic thinking, continuous communication, and technology utilization.
What Else You'll Bring to the Table
In addition to the qualifications detailed above, you'll need:
Experience in the kind of "buttoned up" professional environment typically found in larger companies -- as well as the ability to relax and have fun "behind the scenes."
A proactive approach to service and support, including the ability anticipate what is needed before being asked.
Robust attention to detail and pride in delivering quality work.
Flexibility to handle a workflow that is not predictable; it may come in floods one week and drips the next.
Strong PC skills (including MS Word, Excel, PowerPoint, and Outlook) and a degree of Internet savvy.
A high energy level and the ability to keep up with a hard-charging executive in a fast-paced environment.
A positive disposition and a sense of humor.
A bachelor's degree.
Preferred but not required:
Experience in recruiting or human resources environments.
What's in It for You
Professional leadership -- in addition to holding top positions in the human resources and recruitment profession, Mr. Koch serves on the board of the National Human Resources Association and is a mentor in the University of California Irvine's Graduate Business School Mentor Program. Mr. Koch also plays an active role in community organizations.
High growth business -- Mr. Koch's practice, executive search in the life sciences and high tech industries, is one of CTPartner's fastest growing practice areas. In addition, the firm is growing consistently, both domestically and internationally, and is one of the world's top 10 global search firms.
Great work environment -- people enjoy working with Mr. Koch, and he stays in touch with former Executive Assistants and other employees. He takes a kind and caring interest in people's success. He'll hold you to the same high standards he has for himself, but he also enjoys having fun in the process.
Autonomy -- if you enjoy an environment in which distractions are few, this is an ideal role. Mr. Koch is out of the office a great deal of the time, and the only other person in the office (a CTPartners Director) is here just a few days a week. We'll look to you to manage yourself and be productive on your own.
Excellent compensation -- in addition to a competitive wage, we offer a comprehensive benefits package that includes health insurance, a 401(k) plan, paid time off, and more.
More About Your Role
Right off the bat you will help put systems and processes in place, as Mr. Koch joined CTPartners in January. You won't be starting from scratch, of course, as CTPartners has established procedures, techonology, and support services. In addition, you'll be able to get insight and information from experienced Executive Assistants in our Redwood City, CA office.
Your main activities will include:
Initiating and answering phone calls, which will involve much more than simply taking messages. You'll interact directly with candidates throughout the assessment and scheduling process, following up to obtain information and coordinate meetings. For the most part you'll be talking with high-level executives, whether a client or a candidate, so you'll need highly polished and professional phone skills.
Maintaining Mr. Koch's calendar, which includes business development meetings and lunches, candidate interviews, and more. You also will arrange travel ensuring that there are no surprises. A good deal of travel will be with short notice.
Preparing correspondence and other documents, including position profiles, candidate summaries, candidates reports, project status reports, and more. Mr. Koch will provide the content, of course, but he'll look to you to share his passion for accuracy, detail, and quality in every piece.
Tracking aspects of projects, including where candidates are in the process (we use an applicant tracking system called Encore), client invoices, receivables, and more. You also will prepare and file expense reports.
Additional activities will include:
Maintaining databases.
Scheduling and coordinating our internal quality audit process.
Assisting our marketing department with regard to client events.
Creating and managing mailing lists.
Organizing dinners and other events. For example, Mr. Koch takes HR executives and vendors out on sailing trips about five times a month during daylight savings time of year. In addition to an occasional sail, you'll support the communication and response tracking process.
These lists are not exhaustive, but are intended to give you a sense of the position.
You can expect to maintain standard business hours for the most part, although you probably will work a few more than 40 hours a week. The attire is "smart" business casual most of the time and business formal when candidates or other visitors are coming to the office.
Keys to Success
To excel in this role you will:
Function effectively in an office in which you are the only person present much of the time.
Possess the ability to combine high standards of professionalism with a sense of humor and an upbeat, positive disposition.
Enjoy your work.
Be comfortable assuming ownership and making decisions in an environment marked more by guidelines and grey areas than by hard and fast rules.
Take a proactive approach to making travel arrangement such that there are no surprises for Mr. Koch regarding air, ground transportation or lodging.
If this sounds like the right mix of challenge and opportunity for you, and you meet the minimum qualifications, we want to hear from you!
Who We Are
Established in 1980, CTPartners is a premier-quality executive search firm that is both results-oriented and nimble. We are a performance driven organization and strive to exceed client expectations. We do so through searches that feature world-class candidates supported by industry-best service, intelligence, and proprietary technology and communications tools.
Proof positive of CTPartner's ability to get the job -- and then get the job done -- is our 80% plus placement rate, with a goal to complete searches in 100 days. Furthermore, independent post-placement research reveals an industry-high Stick Rate of 92% for 2007. We are proud to count as clients some of the world's leading Fortune 1000, FTSE 100, DAX, CAC 40, Private Equity and Venture Capital firms and their portfolio companies.
Opportunity Snapshot
This position offers you the opportunity to work with a nationally respected leader in the recruiting profession at one of the most highly regarded executive search firms in the world. You will interact with a variety of interesting high-level professionals in the life sciences and high tech industries in this rapidly growing practice. In addition to working in an attractive, newly opened office across from the trendy Irvine Spectrum, you will support a professional who has a track record of demonstrating genuine personal interest in the success of his employees.
You will provide a full range of support, including extensive phone interaction, maintaining a busy calendar, tracking project activities, preparing and proofreading correspondence, and more. To be a good fit for this opportunity you will have ten years of relevant experience, outstanding organizational abilities, and exceptional phone skills. We're looking for an individual with the professional maturity and gravitas to interface effectively with high-level executives, but who also has an upbeat and positive attitude. You will also need a demonstrated ability to achieve goals with minimal supervision, and have a high degree of comfort working alone in the office.
The executive you'll support, Tom Koch, has a distinguished career leading global human resources organizations with companies like PepsiCo, General Electric, and Deloitte & Touche. After several years as a top producer at McDermott & Bull, Mr. Koch recently joined CTPartners, a global performance-driven executive search firm committed to delivering exceptional results. CTPartners is ranked among the top executive search firms in the world. We attribute our growth and continued success to our strategic thinking, continuous communication, and technology utilization.
What Else You'll Bring to the Table
In addition to the qualifications detailed above, you'll need:
Experience in the kind of "buttoned up" professional environment typically found in larger companies -- as well as the ability to relax and have fun "behind the scenes."
A proactive approach to service and support, including the ability anticipate what is needed before being asked.
Robust attention to detail and pride in delivering quality work.
Flexibility to handle a workflow that is not predictable; it may come in floods one week and drips the next.
Strong PC skills (including MS Word, Excel, PowerPoint, and Outlook) and a degree of Internet savvy.
A high energy level and the ability to keep up with a hard-charging executive in a fast-paced environment.
A positive disposition and a sense of humor.
A bachelor's degree.
Preferred but not required:
Experience in recruiting or human resources environments.
What's in It for You
Professional leadership -- in addition to holding top positions in the human resources and recruitment profession, Mr. Koch serves on the board of the National Human Resources Association and is a mentor in the University of California Irvine's Graduate Business School Mentor Program. Mr. Koch also plays an active role in community organizations.
High growth business -- Mr. Koch's practice, executive search in the life sciences and high tech industries, is one of CTPartner's fastest growing practice areas. In addition, the firm is growing consistently, both domestically and internationally, and is one of the world's top 10 global search firms.
Great work environment -- people enjoy working with Mr. Koch, and he stays in touch with former Executive Assistants and other employees. He takes a kind and caring interest in people's success. He'll hold you to the same high standards he has for himself, but he also enjoys having fun in the process.
Autonomy -- if you enjoy an environment in which distractions are few, this is an ideal role. Mr. Koch is out of the office a great deal of the time, and the only other person in the office (a CTPartners Director) is here just a few days a week. We'll look to you to manage yourself and be productive on your own.
Excellent compensation -- in addition to a competitive wage, we offer a comprehensive benefits package that includes health insurance, a 401(k) plan, paid time off, and more.
More About Your Role
Right off the bat you will help put systems and processes in place, as Mr. Koch joined CTPartners in January. You won't be starting from scratch, of course, as CTPartners has established procedures, techonology, and support services. In addition, you'll be able to get insight and information from experienced Executive Assistants in our Redwood City, CA office.
Your main activities will include:
Initiating and answering phone calls, which will involve much more than simply taking messages. You'll interact directly with candidates throughout the assessment and scheduling process, following up to obtain information and coordinate meetings. For the most part you'll be talking with high-level executives, whether a client or a candidate, so you'll need highly polished and professional phone skills.
Maintaining Mr. Koch's calendar, which includes business development meetings and lunches, candidate interviews, and more. You also will arrange travel ensuring that there are no surprises. A good deal of travel will be with short notice.
Preparing correspondence and other documents, including position profiles, candidate summaries, candidates reports, project status reports, and more. Mr. Koch will provide the content, of course, but he'll look to you to share his passion for accuracy, detail, and quality in every piece.
Tracking aspects of projects, including where candidates are in the process (we use an applicant tracking system called Encore), client invoices, receivables, and more. You also will prepare and file expense reports.
Additional activities will include:
Maintaining databases.
Scheduling and coordinating our internal quality audit process.
Assisting our marketing department with regard to client events.
Creating and managing mailing lists.
Organizing dinners and other events. For example, Mr. Koch takes HR executives and vendors out on sailing trips about five times a month during daylight savings time of year. In addition to an occasional sail, you'll support the communication and response tracking process.
These lists are not exhaustive, but are intended to give you a sense of the position.
You can expect to maintain standard business hours for the most part, although you probably will work a few more than 40 hours a week. The attire is "smart" business casual most of the time and business formal when candidates or other visitors are coming to the office.
Keys to Success
To excel in this role you will:
Function effectively in an office in which you are the only person present much of the time.
Possess the ability to combine high standards of professionalism with a sense of humor and an upbeat, positive disposition.
Enjoy your work.
Be comfortable assuming ownership and making decisions in an environment marked more by guidelines and grey areas than by hard and fast rules.
Take a proactive approach to making travel arrangement such that there are no surprises for Mr. Koch regarding air, ground transportation or lodging.
If this sounds like the right mix of challenge and opportunity for you, and you meet the minimum qualifications, we want to hear from you!
Who We Are
Established in 1980, CTPartners is a premier-quality executive search firm that is both results-oriented and nimble. We are a performance driven organization and strive to exceed client expectations. We do so through searches that feature world-class candidates supported by industry-best service, intelligence, and proprietary technology and communications tools.
Proof positive of CTPartner's ability to get the job -- and then get the job done -- is our 80% plus placement rate, with a goal to complete searches in 100 days. Furthermore, independent post-placement research reveals an industry-high Stick Rate of 92% for 2007. We are proud to count as clients some of the world's leading Fortune 1000, FTSE 100, DAX, CAC 40, Private Equity and Venture Capital firms and their portfolio companies.
CT Partners is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.
