Executive Search Assistant, Medialink

This is a Full Time Job

In this role you will be supporting the VP, Global Talent Advisory in both driving internal team and talent success as well as external client success. Supporting the Talent Advisory team, you will need to be a very committed, detailed, caring and ambitious individual. Our Executive Search Assistant is integral in ensuring the smooth end to end running of the search process and work hand in hand with their Headhunter. Excellent calendar management is critical to the smooth running of all candidate and client meetings and it is imperative that all communication with our candidates and clients is professional and precise. The efficient organisation of such meetings allows for the smooth running of all search processes and client contact.

What you will do:

The role entails a variety of critical responsibilities in ensuring the vital administrative side of our process runs seamlessly. They are expected to support their Headhunters by:
• Driving efficiency and effectiveness of our team:
• Creating and maintaining work-plans and business development, relevant engagement ''to-do'' lists
• Attending internal and external meetings, as needed, and taking comprehensive notes
• Co-leading internal team meetings as partner to the Headhunters including ownership of status agenda, attendance and coordination of next steps
• Preparing performance reports that deliver insight to the Headhunters and executive team such as Salesforce pipeline, hours tracking across the teams and other ad hoc needs tied to profitability, sales and efficiency
• Providing comprehensive administrative assistance:
• Maintaining professional and courteous relationships with executives, management team, colleagues, vendors, c-suite executives, and guests
• Interacting directly with c-suite executives & candidates to ensure meetings run smoothly
• Maintaining Headhunter's calendar; scheduling appointments and proactively managing conflicts. Preparing itineraries and making travel arrangements when necessary
• Preparing Headhunter expense reports on a timely (bi-weekly) basis
• Maintain team's databases/ CRM e.g. Salesforce, Clockwork, etc) in real-time and on a pro-active daily basis to ensure the accurate and timely capture
• Managing facility/meeting room bookings
• Ensuring all guests are entered into building security and managing in-office guests
• Acting as primary point of contact for IT and ensuring all systems are functioning properly in advance of phone and video conferences
• Managing the administrative process on client projects for the team and ensuring all corresponding information is distributed correctly
• Supporting business development efforts of the Headhunter:
• Preparing briefs by researching and gathering intelligence on prospects prior to meetings with prospective clients
• Capturing detailed notes on business development calls and handles distributing to the relevant team members and saving information as required in our databases
• Moving internal process along by looping in relevant colleagues in the Executive Search team, drafting follow-up emails to prospects, capturing key data in Salesforce/Clockwork (internal search system)
• Supporting development of proposals through coordination with Client Service & Growth team, Legal and Finance for latest contracts, case studies and other materials

What you will have:
• 5 years of experience in a support role in media, marketing, advertising, technology, finance and/or consulting fields
• Excellent verbal, written and interpersonal skills
• Strong analytical skills
• Ability to take initiative, work independently and work effectively under pressure while producing accurate and consistent results
• Impeccable attention to detail
• Ability to multitask efficiently and effectively
• Ability to anticipate shifting priorities
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook), Salesforce and Concur Expense
• Intermediate experience with LinkedIn researching
• Limitless intellectual curiosity and general desire to learn

About MediaLink:

At MediaLink, we create competitive advantage and growth strategies for both large-scale and early-stage organizations. We drive growth and foster innovation by identifying key challenges, providing practical tactics and helping to implement the solutions. Unlike other companies, we can offer you access to direct client relationships with large global companies at a senior level. We provide you with the opportunities, strategies and execution of these to help you develop and grow, all while giving you access to senior leadership and their expertise.

About UTA:

UTA unites ideas, opportunities, and talent. The company represents some of the world's most iconic, barrier-breaking artists, creators and changemakers-from actors, athletes and musicians to writers, gamers and digital influencers. One of the most influential companies in global entertainment, UTA's business spans talent representation, content production, as well as strategic advisory and marketing work with some of the world's biggest brands. Affiliated companies include Digital Brand Architects, KLUTCH Sports Group, Curtis Brown Group, and MediaLink. UTA is headquartered in Los Angeles with offices in Atlanta, Chicago, Nashville, New York, and London.

For more information: https://www.unitedtalent.com/about/

UTA and its Affiliated Companies are Equal Employment Opportunity employers and welcome all job seekers including individuals with disabilities and veterans with disabilities.

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