Role search
Get a Contract Executive Assistant who can own leader calendar protection. Also called Executive Assistant
No postings. No stacks of resumes. No chasing. You choose from a short list of people who have done this before.
No upfront fee. You pay only if you engage someone we present.
Interim Headhunters starts with the work behind this request: A successful contract executive assistant acts as an extension of the leader they support. You need someone who quickly understands your specific communication style, calendar constraints, and high-priority relationships.
This is what we do all day: place interim executives, interim managers and contract professionals.
Need someone now? Call 305-306-4829.
- No upfront fee
- 2 to 3 vetted consultants per assignment
- Matched to your industry
- You choose
- Interim plus permanent search
- Contract Executive Assistant
- Executive Assistant
The judgment call
What this hire really comes down to
A successful contract executive assistant acts as an extension of the leader they support. You need someone who quickly understands your specific communication style, calendar constraints, and high-priority relationships. This role is not just about managing administrative tasks. It is about protecting your time and maintaining accurate records of commitments made across the entire organization.
Your judgment of a candidate centers on their ability to act autonomously within defined boundaries. You must trust that they will handle confidential documents with extreme care and use discretion when gatekeeping access to your office. A candidate who asks thoughtful questions about your preferred systems for triage or travel shows they recognize the importance of alignment. The right person makes your day smoother by anticipating needs rather than waiting for instructions.
If you find yourself explaining basic tasks repeatedly, the fit is likely poor. High-performing assistants know how to inventory your current obligations immediately. They establish a rhythm that respects your focus time while ensuring you never miss a board requirement or critical stakeholder update. You are hiring for immediate impact, so you need someone who demonstrates competence in these dynamics during their first interaction.
What we check
What we check before you see anyone
- We verify their experience supporting C-suite leaders or board chairs. We look for evidence they have directly managed complex travel logistics and prepared sensitive meeting materials. We confirm they know how to operate in environments where confidentiality is essential and information leaks have major consequences.
- We audit their technical fluency with standard calendar, email, and expense management tools. We look for specific examples of how they migrated data or maintained systems under pressure. They must demonstrate they can provide accurate reporting without requiring constant manual intervention from the executive they serve.
- We evaluate their approach to managing competing demands from senior figures. We look for clear descriptions of how they have previously negotiated time on an executive's behalf. They must explain their process for prioritizing requests when two critical stakeholders demand access to the same calendar slot.
- We interview them to see how they handle mistakes and feedback. We look for honesty regarding a past error in travel or document handling. They must explain exactly what steps they took to fix the situation and what they changed in their workflow to prevent a repeat event.
Sourcing
Where we find them
We source candidates from professional firms, legal environments, and established corporate support teams. These professionals are accustomed to the intensity of high-level administration. They understand that their work is the foundation for an executive’s daily productivity. We look for individuals who have already handled the pressures of board-level support.
We also recruit independent executive assistants who choose project-based assignments. These individuals bring a high degree of adaptability. They frequently rotate into new roles, meaning they have developed refined methods for absorbing a leader’s preferences rapidly. They value the variety and autonomy found in temporary engagements.
A person would take this assignment because they want to work at the highest levels of a business without a permanent anchor. They find satisfaction in organizing chaos and providing structure to senior leaders who operate in fast-moving industries. They appreciate that this assignment allows them to apply their specialized skills where they are most needed.
Where searches go wrong
Mistakes we see
- Some executives fail to define the boundaries of authority early. They expect an assistant to know when to say no to requests without being told which ones are negotiable. This creates confusion and resentment when the assistant inadvertently blocks someone who should have had access.
- Many leaders do not audit their own calendar habits before hiring. They assume an assistant can optimize a schedule that is fundamentally broken. An assistant cannot manage your priorities if you have not clearly categorized which meetings are mandatory and which can be deferred or delegated.
- We see problems when access rights are not clearly established at the start. If an assistant spends their first few days waiting for login credentials or permissions, the momentum is lost. Clear communication about what systems they will use and what level of decision-making authority they hold is mandatory.
The search
How the Contract Executive Assistant search runs
- We begin by gathering your specific operational requirements. We map your needs, such as calendar access or meeting prep, against the backgrounds of relevant candidates. We ensure the scope you define matches the seniority of the assistant you require. This initial clarity ensures we only approach individuals capable of meeting your standard.
- Next, we conduct targeted interviews with potential matches. We focus on their past performance in similar contract roles. We assess their communication tone and their ability to handle real-world scenarios, such as resolving scheduling conflicts. We only present candidates who demonstrate the exact level of discretion and administrative rigor your office demands.
- Finally, you interview the selected shortlist. You evaluate their ability to fit into your existing workflow. We facilitate the discussion, ensuring you have enough information to choose the right person. Once you decide, we finalize the engagement terms. We move quickly so your administrative operations suffer no interruption during this transition.
Questions
How long does it take to get a shortlist?
Our team initiates the recruitment process upon alignment of project requirements. The timeline for candidates depends on the current market depth for your specific industry sector and the availability of talent with verified board support experience.
How do you handle counteroffers during this process?
We focus on candidates specifically looking for contract work to minimize this risk. We verify their availability before presenting them to you.
Are you able to manage relocation for this role?
We prioritize local candidates to ensure a quick start for the assignment. Relocation is generally not supported for contract executive assistant positions.
What if the person does not fit my working style?
We encourage you to interview several candidates to ensure a personality and workflow match. If you do not choose to engage anyone we present, you owe no fee.
What are your fee terms for this search?
We do not charge an upfront fee. You only pay a fee if you engage someone we introduce, under terms agreed upon in writing.
What replacement terms apply?
We offer a candidate replacement guarantee on standard search agreements. The applicable period and exact terms are set out in the signed client recruiting agreement.
How are recruiting fees agreed?
No upfront fee. You pay only if you engage someone we present. We scope the assignment before quoting; the fee page explains our model.
How soon can we see options?
Availability depends on the assignment and the people who fit it. We qualify interest and commitments rather than promising a shortlist date before the search is scoped.
What if the scope grows?
Discuss new responsibilities before adding them to the engagement. Agree the priorities and record any change to the brief and terms.
Can we extend an engagement?
Discuss what remains unfinished and whether the same responsibility is still needed. Extensions depend on the person's commitments and the agreed engagement terms.
Can the appointment become permanent?
A permanent move can be discussed if both sides want it. Review the future role and the applicable agreement instead of assuming that temporary coverage automatically converts.
How is a confidential search handled?
Tell us what can be disclosed and whom we must not contact. We agree those boundaries before approaching people; do not send sensitive records with an initial brief.
What are the replacement terms?
We offer a candidate replacement guarantee on standard search agreements. The applicable period and exact terms are set out in the signed client recruiting agreement.
What do you not do?
We do not sell job-board reposting as a search or bill hourly for recruiting work. We do not take a retainer unless expressly agreed, and an introduction does not authorize an engagement.
Tell us the seat
No upfront fee. You pay only if you hire. Share the title, the situation and the timing. A person reads it.
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The Six-Step Search
What do you get at each step of the search?
We agree what the person must own before contacting anyone. You see how the search is scoped and which backgrounds we pursue. We speak with candidates about the work before presenting them. The Six-Step Search gives you useful written notes and support through interviews, rather than a pile of applications.
- 01
Scope call
We talk through the seat, the business and what has to change.
You get: A one-page role brief you approve before we search.
- 02
Market map
We work out where people who have done this job actually sit.
You get: A short note on the pool and how we plan to reach it.
- 03
Direct outreach
We approach people who are not looking at job boards.
You get: Progress updates so you are never chasing us.
- 04
Screening
We interview every candidate on the work, not the resume.
You get: Written notes on fit, availability and terms for each person.
- 05
Shortlist and interviews
You meet a short list. We handle the scheduling.
You get: Several vetted options and a debrief after each interview.
- 06
Offer and start
You choose. We help settle terms and the start date.
You get: Confirmed terms, a start date and check-ins after day one.
Tell us who you need.
No upfront fee. You pay only if you engage someone we present.
Send us the seat. We will take it from there.
No upfront fee. You pay only if you engage someone we present.