Executive Assistant- Fluent French and English (bilingual)

Permanent employee, Full-time · London

The Role

EAs report to their Line Manager Partner on a day-to-day basis and are an integral part of the search team. This role will support the French/ MEA Partner and broader search team. They are also an active contributor and member of the Platform Team which is led by the COO (Jon Irvine).

The EA facilitates the smooth running of search assignments and ensures the efficient execution of all related administrative processes. They are also responsible for all the administration required to support search assignments and business development activities and role model the effective use of the database and other shared platforms, updating appropriately, accurately & promptly. They schedule relevant internal and external meetings and proactively contribute to internal team connectivity & communication.

Responsibilities

Team Coordination:

Responsible for all client and candidate meetings and interview scheduling
Effective diary & time management for the Partners & Principals on the Search - managing logistics & priorities that are subject to regular change and often at the last minute
Manage expenses (Partners and candidates)
Ensure all team & sector information is kept updated and is saved and accessible on appropriate platforms (shared drive, Templafy)
Circulate relevant information on pitches, new & completed searches and BD activity
Schedule in weekly catch-ups, quarterly “pathways & progression” chats and bi-annual reviews for the team as well as co-ordinating shared time in the office together and team social time
Help with scheduling meetings with prospective new hires for the team, and support onboarding and scheduling probation reviews etc

Search Process:

Oversee the search process ensuring all deadlines are met from beginning to end
Prepare, edit & format presentations, briefing documents, candidate reports, reference docs & progress reports to high standard
Ensure all relevant information is recorded accurately and promptly
If appropriate, use Templafy to create and send out NDAs and check all completed
Schedule internal and external kick-off meetings
Book meetings, video calls and update calls with clients and candidates as required
Manage client & candidate communications in professional & highly responsive manner
Organise UK and international travel for Erevena team and candidates when appropriate
Act as gatekeeper between accounts payable and partner for unpaid invoices
Prompt the scheduling of an internal team review at the end of the search
Ensure the search team has completed the end of assignment marketing TypeForm
Send out the client feedback survey email (templated) with Board Advisor on cc & register on the CRM programme.

Database Management: 

Ensure that the CRM is updated in real time and that client, company and assignment records are all categorised correctly & contain accurate and complete information (including info like investors in the business)
Check that the Search Checklist document has been attached to the assignment in the CRM system and updated by search team 
Liaise with search team to ensure proposal, assignment brief, terms, search strategy docs, update reports etc are attached to assignment record 
Attach candidate reports (in editable format), reference reports, NDAs, offer letters to both assignment record and candidate record 
Check all candidates haWill ve been informed re GDPR, that this has been recorded and check integrity of all data stored 
Save relevant email exchanges & notes from client interactions to Journal for Assignment & Person record 
Check that important email & notes taken from candidate interactions are saved by relevant search team in the candidate journal and that Fit to Profile have been completed if appropriate  
Log assignment status – forecast, active, offer, completed, cancelled 
Make sure all milestones are kept up to date and accurate 
Note any missing data and ensure search teams complete as appropriate

Business / Sector Development: 

Prepare pitch docs and update Templafy with all relevant team credentials 
Prompt search teams to follow up post proposal submittal 
Liaise with Finance re any queries on T&Cs so that they can send via DocuSign 
Keep on top of terms requiring signature 
Support partner by proactively managing a BD plan, diarising catch-ups & follow ups with key client & candidate contacts 
Liaise with marketing team with regard to the coordination of any events, lunches, networking activities hosted / led by their Partners / search teams

Experience

3 – 5 years' experience working within a relevant fast-paced B2B/ professional services firm.
Highly organised, able to multi-task, prioritise and remain calm when under pressure
Trustworthy and discreet due to the confidential nature of our business
Advanced usage of MS office & CRM databases
Experience working effectively within a global, multi-currency & diverse team
Good track record of contributing to change and improved working practices
Fluency in French & English

Core Competencies

TRUST: Builds effective and trusted relationships with colleagues. Demonstrates empathy and discretion when required.  
FEEDBACK: Proactively embraces and shares feedback appropriately and constructively. Has a growth mindset and positive approach to ongoing development.  
ACCOUNTABILITY: Manages expectations well and can be relied upon to deliver agreed goals and meet deadlines. Effective time management skills with tenacity in overcoming setbacks and maintaining a proactive solutionsfocused approach.  
COMMUNICATION: Has strong active listening, verbal and written communication skills with the ability to adapt to different situations.  
JUDGEMENT: Exhibits ability to evaluate key information, weighs options and makes appropriate decisions.
RESILIENCE: Demonstrates resilience in adversity and recovers well from setbacks.
ESG: Actively contributes to creating a socially & environmentally sustainable work environment embracing diversity, equity & inclusion.
BROADER FIRM CONTRIBUTION: Contributes to company initiatives, events and broader firm development beyond the day to day responsibilities .

The Culture

At Erevena, we prioritise creating positive outcomes for our team. We provide an environment where diversity and individuality are valued and embraced and where cohesion is created across the business through common purpose, shared values and collaboration. We believe that success stems from building trust; where everyone has a voice, respects and embraces feedback and can count on each other.

We have strong principles around inclusion, a shared motivation to make a difference and a belief in ongoing development for everyone. We strive to ensure that environmental and social responsibility is at the heart of our corporate strategy.
We’re a supportive team that like to have fun together, encouraging regular opportunities to socialise and celebrate success. Every employee, irrespective of level, is invited to become a shareholder sharing in the value creation of the firm. We invest in learning & development and have clear pathways to encourage career progression as well as potential movement between international offices.

Employees enjoy hybrid working environment, attractive rewards and benefits, and the opportunity to impact the overall development of the firm, beyond their day to day role, through employee-led councils and other initiatives.

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About us

Erevena is a market leading executive search firm and globally one of the most established and successful in the tech innovation space. We work with some of the world’s fastest-growing businesses – and the investment firms that back them. We conduct searches for venture capital backed start-ups and help our clients to hire the Board, C-suite and leadership teams who will help them grow from their earliest stages to becoming multi-billion-dollar enterprises in rapid time. We have helped build successful consumer app companies, fintech businesses, software companies, and many other businesses leveraging new technologies in areas such as artificial intelligence, cybersecurity, and the internet of things.

Investors, Boards and Leadership teams value our advice, collaborative approach, diligence, global reach, and expertise in hiring impactful executives. Our “one firm” approach puts our clients’ needs at the centre of everything we do. We regularly collate client feedback in our efforts to constantly improve the client experience and our client net promoter score (NPS) is well above industry average, in the excellent range.

Founded in 2003, Erevena has a global team of 60 people, headquartered in London with international offices in New York, Paris, Stockholm and Copenhagen. Our team is 49% female, 48% male, 3%non-binary and 24% ethnic diversity. Over a third of our successful search candidates are recruited from traditionally under-represented groups.

Erevena is an equal opportunity employer and we encourage people of all genders, races, sexual orientation, religions, ages, disability status and backgrounds to apply to work with us. We regularly review our own people practices and approaches to ensure that our workplace is as open, diverse, accessible and inclusive as possible. We develop and drive initiatives that underpin a supportive and inclusive culture and also play an active role in supporting the industries that we work with including being founder members of SWISH, a non-profit networking group for women in search and participation in internships that offer paid work experience to young people from traditional under-represented groups.

Please note that we are not accepting applications from third party recruitment firms.

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We are looking forward to hearing from you!

Thank you for your interest in working at Erevena. Please fill out the following short form. Should you have difficulties with the upload of your data, please send an email to talent@erevena.com