About the Role

The Executive Search Associate is the documentation and knowledge-capture engine behind Success Academy's executive searches. You sit in on intakes and search update meetings, take the notes, and turn recruiter research and interview feedback into polished, consistent documents — candidate profiles, briefing packets, and debrief write-ups — so nothing about a search is ever lost in translation, and every executive recruiter can stay focused on relationships, sourcing, and closing. This is a hands-on writing and organization role: the executive recruiter owns relationships and decisions, the coordinator owns scheduling and logistics, and you own making sure every search is captured, documented, and easy to pick up at a glance.

Key Responsibilities

• Capture key search conversations — attend intake meetings, search update meetings, and other pivotal moments to take notes and send timely, accurate summaries.
• Build core search documentation—kickoff summaries, search briefs, role scorecards, and competency maps — from executive recruiters' and hiring managers' input.
• Produce candidate materials — turn raw research and rough notes into clean, consistent candidate profiles and bios, and maintain market/target lists.
• Assemble briefing packets ahead of every round — hiring-manager briefs, panelist/interviewer briefs, and candidate onsite briefs, so no one walks in unbriefed.
• Synthesize interview feedback — turn panel and interviewer scores into clear, structured debrief write-ups for the hiring manager after screens, HM interviews, and onsites.
• Generate offer documentation once terms are set, and keep search records accurate in Greenhouse.
• Maintain pipeline visibility — compile the weekly pipeline report.
• Own the search record — keep a complete, well-organized close-out file for every search.
• Contribute in the room — ask clarifying questions and flag gaps during intakes and key meetings, while leaving sourcing, assessment, and closing to the recruiter and scheduling/logistics to the coordinator.

Qualifications

• Experience: 2–4+ years in executive search, high-touch recruiting, or a similar client-facing research and documentation role; preferably at an executive search firm.
• Technical Skills: Strong writing — a track record of turning rough notes or verbal input into clear, polished, professional documents quickly; proficiency in Google Workspace / Docs; familiarity with an ATS or recruiting tech stack (Greenhouse, Gem, BrightHire, or similar) is a plus.
• Soft Skills: Meticulous attention to detail; excellent listening and note-capture; discretion with confidential information; and comfort in a fast-paced environment with multiple concurrent searches and shifting priorities.
• Other: Able to work cross-functionally with senior stakeholders (hiring managers and executives), and to work a hybrid schedule (Tues–Thurs on-site) at our Financial District office.
• Education: Bachelor's degree, or an equivalent combination of education and experience.

Preferred Skills & Experience

• Experience: Prior executive search firm or in-house executive-search support.
• Technical Skills: Hands-on experience with Greenhouse, Gem, and BrightHire.

Competencies

• Meticulous & Detail-Oriented: Catches the inconsistencies and gaps that others miss.
• Clear, Adaptable Writer: Adjusts tone and format to the audience — candidate, hiring manager, or CEO.
• Organized & Reliable: Keeps documentation for multiple searches moving without anything slipping.
• Active Listening & Synthesis: Captures what matters in a meeting without steering it, then distills it into clear summaries.
• Low Ego, High EQ: Energized by making the company and the process look great; handles confidential, high-stakes information with discretion.