HOW EXECUTIVE S EARCH WORKS BY MARCIA BALLINGER

WHAT IS EXECUTIVE SE ARCH?

Executive search (also called executive recruiting or even headhunting) is the process of
recruiting senior executives to high level positions within an organization. Often, the
recruitment is done by a board of directors or by an outside executive search firm hired for
that purpose.

WHAT ARE EXECUTIVE SEARCH FIRMS?

Executive search firms are hired by clients such as non-profits, foundations, institutions of
higher education and member organizations/ associations. The client organization has an
open executive position and needs expertise and assistance in filling it.

Usually, the client organization has very specific requirements for the position--skills,
background and style/culture fit. If the position were easy to fill, the client organization
would conduct the recruitment themselves and not need to retain the services of an
executive search firm.

WHY DO ORGANIZATIONS HIRE EXECUTIVE SEARCH FIRMS?

There are any number of reasons an organization might hire an executive search firm, but
some of the most common reasons are: a sense that an external third party is the most
appropriate conduit to a certain category of candidates, a confidence that an executive
search firm can develop a more appropriate “network” of potential candidates to contact
about the opportunity, a lack of resources internally to manage a large recruitment project,
etc.

WHAT DO EXECUTIVE SE ARCH FIRMS ACTUALLY DO?

We work on recruitment projects for our clients. Each search professional usually has a
handful of open searches at any one time. Our work consists of 1) up-front client work in
order to understand the position and the organization, 2) research work to find the right
people to contact about the opportunity, 3) outreach work to contact potential candidates
and sources, 4) candidate evaluation, including interviews, 5) management of the
recruitment process including client interviews, reference and background checks, offer
negotiation, etc.
WHAT’S THE DIFFERENCE BETWEEN CONTINGENCY RECRUITERS AND
RETAINED RECRUITERS?

The main difference is that a retained recruiter has an exclusive arrangement with the client
on the search. Because of that, the recruiter has probably spent more time with the client
and probably has a deeper understanding of the position and the organization.

Contingency recruiters are not exclusive. When a client has a contingent arrangement with a
recruiter, it means there are multiple firms working on the recruitment for that position. The
contingent recruiter manages many more projects at a time and usually has less extensive
knowledge of the position and the client organization. This is not always the case, but it is
typically the case.

WHAT TYPES OF FEES D O SEARCH FIRMS CHARGE?

Most retained executive search firms charge their clients a percentage of the successful
candidate’s first year compensation. That includes base salary, bonus, and other
components. Percentages typically range from 25-35 percent of first year compensation.

DO CANDIDATES EVER HAVE TO PAY FOR EXECUTIVE SEARCH SERVICES?

No, never. Executive search is always paid for by the client organization. There are
companies out there that provide some services and collect candidate fees. They are not
executive search firms.

WHAT ARE RECRUITERS LOOKING FOR?

At any point in time, recruiters are looking for candidates who fit what their clients have
hired them to find. Usually, a full-time executive recruiter is working on a handful of
assignments. Each of those assignments is likely to have some very, very particular
specifications. We are looking for pools of candidates who fit our current assignments.

Beyond that, we are always pleased to know of other talented executives we can add to our
active database in the event a future client project would be a fit.
EXECUTIVE SEARCH AND POTENTIAL CANDIDATES

HOW DO YOU GO ABOUT FINDING POTENTIAL CA NDIDATES FOR A

SEARCH?

The search firm has worked closely with the client to understand the client’s key
requirements for the position and has discussed the types of individuals the client thinks
might be the best fit for the job.

The search firm then considers the key elements to finding the right candidates: industries,
companies, job titles, size & scope of experience, years of experience, educational
credentials, etc. The search firm then thinks about where these candidates work, what their
job title is and how to find them

After that, the search firm compiles a “call list” for the project. We normally need to call at
least 150 people per search project, so we know we need a robust list to start the process.

Some firms have a research professional on staff to coordinate these efforts. Other firms
subcontract the research work or the recruiters do their own research. Either way, the
search firm starts the process with a target list of potential candidates and sources.

I’VE HEARD THAT SOME EXECUTIVE SEARCH FIRMS WILL NOT

REPRESENT CANDIDATES IN TRANSITION. IS THAT TRUE?

Yes, that is true in some cases. That philosophy is based on a sense that candidates in
transition are “easier” to find and therefore may already be known to the client. The search
firm may see their role as representing only candidates who are not “in the market” and
“not looking.” Don’t take it personally.

HOW DO MOST EXECUTIVE RECRUITERS VIEW POTENTIAL CANDIDATES

IN JOB TRANSITION?

Most search firms understand that even the most talented people can be in transition. Most
firms will consider unemployed candidates on their merits and compare them to other
potential candidates. Keep in mind that recruiters will not “favor” candidates in transition
over other candidates or give them special assistance.

WHY DO I HAVE TO WAIT UNTIL YOU HAVE AN ASSIGNMENT WHERE I

FIT? WHY CAN’T YOU SEND MY RESUME TO YOUR CLIENTS?

Executive search firms are consultants in the field of senior executive recruitment. We are
paid to manage a detailed and often rigorous search process. Research has shown the
importance of careful vetting in order to hire the best-fitting executives. Our work is getting
to know our clients and potential candidates on an in-depth basis.

Search firms typically do not facilitate resume dispersion for job seekers. Our job is to serve
our clients and this is always a time-consuming effort which requires 100 percent of our
attention.

THERE ARE TIMES WHEN A SEARCH FIRM DOESN’T CALL ME AND I

KNOW THAT I’M A “PER FECT FIT.” WHY?

What you are probably referring to is a situation where you hear about a job opening that a
search firm is working on. On the surface, the job appears to be a fit, yet you don’t receive a
recruit call.

Go ahead and contact the search firm, if you’d like. Be prepared to have an open discussion
about what the client organization considers to be a “fit” for that position right now.

Unless you are working intimately with the client, like the recruiter is, you probably don’t
have enough information to determine if you are a “perfect fit.” You might know enough to
guess that you could be a possible fit, but you’ll have to trust the recruiter to help make the
final decision.

BUT I’M MULTITALENTED! I CAN DO ALL SORT S OF JOBS!

That may be, but our clients are looking for candidates whose backgrounds are strongly
related to the needs of their particular job. Most VPs of Programs are not qualified to be
banking executives. Most academic Deans are not qualified to lead the sales function at an
insurance company.

Almost never do recruiters feel they have enough perfect candidates for a client. They are
not trying to “screen you out.” If you are a possible fit for a search, the recruiter will want to
talk with you about it.

WILL YOU PLEASE FIND ME A JOB?

We do understand how difficult it can be to be in transition. We wish the best to everyone

who contacts us. However, we are only working on the searches that our clients have hired
us for. Therefore, we are only looking for people who fit those particular job descriptions.

There are many outstanding outplacement consultants and job transition coaches available
to assist you. These resources do work with individuals in transition to assist them in
obtaining a new job. Ask for recommendations for outplacement or job transition
assistance if you need it.
CONTACTING RECRUITERS

AT WHAT POINT IN MY JOB SEARCH SHOULD I CONTACT RECRUITERS?

Contact recruiters early in your job search. That way, you’ll be in the active databases of a
number of firms in case any of the firms are hired to conduct a search for someone with your
background.

HOW DO YOU PREFER THAT WE GET IN TOUCH WITH YOU? PHONE,

EMAIL, STOP BY?

We prefer email. That way, we can peruse your information when we have time to focus on
it. One follow up phone call is okay. Because we actively engage with our clients, we are not
often in our office, and when we are, we are frequently on the phone or in meetings.

HOW OFTEN IS APPROPR IATE TO FOLLOW UP WITH RECRUITERS?

Feel free to follow up with recruiters and others in your network if something significant has
changed. For example, you have moved or changed your contact information in some way,
you’ve taken on a lengthy interim assignment or you’ve completed your MBA. Send a
message with the update and attach a revised resume. You should not need to do this more
than once or twice in a year.

DO SEARCH FIRMS SHARE INFORMATION ABOUT POTENTIAL

CANDIDATES WITH EACH OTHER?

No. Search firms each maintain their own databases and do not share any candidate
information with each other. Therefore, it is in your best interest to contact each search firm
separately.

WHAT IF I ONLY WANT TO CONTACT A FEW RECRUITERS? HOW DO I

KNOW WHICH ONES ARE THE BEST?

The “best” recruiters are the ones who might have an assignment that could be a fit for you.
That could be any recruiter on your list. We encourage potential candidates to cast a wide
net and contact a broad network of recruiters.

DO I NEED AN INTRODUCTION TO CONTACT A R ECRUITER?

No, you don’t need any special sort of introduction to contact us. If you don’t have the name
of a particular recruiter, call the search firm’s main number and ask to be directed to the
appropriate person.
HOW CAN I BE SURE THE INFORMATION SHARED WITH EXECUTIVE
SEARCH FIRMS IS TREATED CONFIDENTIALLY?

You can be extremely comfortable your information will be treated with the utmost
confidentiality.

SHOULD I CONTACT EVERY RECRUITER AT EACH FI RM?

Some firms have more than one recruiter, but it is probably not necessary to contact each
one of them separately. Most search firms have a shared database. Contact one recruiter
per firm, if you can. Then, spend your time focusing on general networking contacts, rather
than doubling up on contacts in the same search firm.

HOW DO YOU MANAGE YO UR DATABASE?

Every search firm has a database, whether it is elaborate software designed for the retained
search industry, or a filing cabinet.

Many search firms have fairly elaborate databases and in-house experts who manage
them. These databases contain thousands or even tens of thousands of individual records.

We create an active file for each person who contacts us who is not already in the
database. We attach the current resume and connect the individual record to industry and
job title designations, functional expertise, education and other credentials, and many other
characteristics. It would be almost unheard of for us not to be able to “find” your record if a
fitting search came along. This is a big part of what we do.

We don’t know of any search firm that does not highly value its database. We take great
care in managing and updating this information. It is part of our livelihood.

HOW DO I GET ADDED TO YOUR DATABASE?

You can call us or email us (preferred) with a resume attached to your message.

WHAT CANDIDATE INFOR MATION IS ADDED TO YOUR DATABASE?

We put as much information about each candidate into the database as we can. If you’ve
shared a resume with us, we will enter your name, address, employers and years at each, job
titles, functional and industry background, education-degrees and institutions, special
licenses or certifications earned, compensation history (if provided), professional
connections with the firm (if applicable) and other key information.
That information is the basis of a candidate’s record in the database. From there, we will
continue to track and log all correspondence, meetings, etc. that take place between the
individual and our firm.

I’M WORRIED THAT MY INFORMATION WILL BE LOST IN YOUR

DATABASE.

We hear this all the time. In my experience, I’ve never run across a retained executive search
firm that did not manage its database and its candidate information with care. It would be
extremely rare for an executive’s file to somehow “get lost” in the search firm’s database.

ARE THERE PARTICULAR “CODE WORDS” THAT I SHOULD PUT ON MY

RESUME TO ASSURE THAT I AM FOUND IN YOUR DATABASE?

No. Your resume should be an appropriate executive resume with your work history and
related accomplishments as the highlights.

HOW LONG DO YOU KEEP RESUMES IN YOUR DAT ABASE?

Most search firms keep resumes and other candidate information for at least a few
years. We attempt to keep the database accurate, so we appreciate knowing of any changes
in your status.

I’D LIKE TO FOLLOW UP EVERY FEW WEEKS TO SEE IF I AM STILL I N THE

DATABASE. IS THAT HELPFUL?

No. You can trust that you remain in the search firm’s database.

RESUMES

HOW SHOULD A RESUME BE LAID OUT?

Most people who receive resumes like them laid out chronologically. A functional resume is
not right for most professionals.

HOW LONG SHOULD MY RESUME BE?

Most executive resumes are three or four pages. Keep in mind that recruiters and hiring
executives want to have a very full picture of your background.
We don’t recommend one-page “summary” resumes. They do not contain enough
information.

I’VE BEEN TOLD TO “L EAVE CERTAIN THINGS OFF” MY RESUME. HOW

DO YOU FEEL ABOUT THAT?

We strongly encourage executives to be fully honest in how they present themselves, and
that includes the resume. You should account for all of your professional experience. Not
every position you’ve ever held requires a lengthy description on your resume, but it should
at least be mentioned.

At the senior levels, recruiters almost always eventually learn about missing jobs or gaps of
unemployment. Trust that it is never better to be dishonest and gamble on not being “found
out.”

SHOULD I HAVE MULTIPLE VERSIONS OF MY RESUME; YOU KNOW, T O

HIGHLIGHT DIFFERENT THINGS FOR DIFFERENT JOBS?

Normally, our client organizations are seeking an executive who has clear functional areas of
expertise. If you do have several areas of expertise, we would still recommend crafting
one resume that is a full and honest reflection of your work.

I HAVE A LIST OF REFERENCES. DO YOU WANT THOSE RIGHT AWAY?

Usually not. It’s great if you have a list of people who are willing to give you a positive
reference. Hang on to that list. We don’t want references right away. Rather, the recruiter
will ask you for references at the appropriate point in the search. The recruiter may also
tailor the types of references requested.

INTERVIEWING

WHAT DOES IT MEAN IF A RECRUITER WANTS TO MEET WITH ME ABOUT

A SPECIFIC OPPORTUNITY?

If you have shared your resume with a recruiter and have had some introductory
conversations about a job opportunity, the recruiter may request that you come in to meet
in person. You should consider this to be a job interview for the position.
WHAT SHOULD I EXPECT IN AN INTERVIEW WITH A RECRUITER?

You should expect several questions about your background, your work/leadership style,
your interests, aspirations and strengths. You should be prepared to walk through your
work history, pointing out the job changes you’ve made and your reasons for each
change. You should be prepared to highlight your unique accomplishments in each position.

HOW SHOULD I PREPARE FOR THE INTERVIEW?

Your research should focus on learning as much as you can about the client organization as
well as the industry/sector, if you are not currently in that sector. You should also re-read the
job description and any other information that has been provided to you by the search firm.

SHOULD I GET TO THE RECRUITER’S OFFICE QUITE EARLY, IN ORDER TO

MAKE A GOOD IMPRESSION?

No. Recruiters often have very busy schedules and may not be able to meet with you until
the agreed-upon time. It is sometimes uncomfortable to know that a candidate is sitting in
the lobby when there is still 30 minutes until the interview. Arrive five minutes ahead of
time.

HOW IMPORTANT IS “IMAGE”?

Each search is different, of course. A role as CEO or Vice President, for example, would value
image more than a position in a research lab. You probably have a good sense about what is
expected in your industry and function. Ask the recruiter for assistance if you ever have
questions.

WHAT PERSONALITY STYLE ARE RECRUITERS LO OKING FOR IN

CANDIDATES?

Every hiring organization has its own personality and culture and we are usually tasked with
finding candidates who fit the unique culture for each search. However, general
characteristics such as sound judgment, strategic thinking, honesty, integrity and
authenticity are valued in almost all situations.

WHAT DOES IT MEAN TO BE “REPRESENTED” OR "PRESE NTED" TO A

CLIENT BY A SEARCH F IRM?

If a recruiter tells you that he or she intends to “represent” you to a client, it means that he
or she will be sharing your candidate information with the client and recommending you as a
potential candidate. Typically, the recruiter shares your resume, current employment status,
and most recent compensation with the client. If you have provided other information to
the recruiter, such as a completed assessment, that information may be shared as well.
Usually, the recruiter will represent more than one candidate to the client and will present
all of the candidates to the client at one time.

WHAT WILL HAPPEN IF I AM INVITED TO INTERVIEW WITH A SEARCH

FIRM’S CLIENT?

The recruiter will let you know if you are selected to interview with the client
organization. The search firm will provide you with more information about who you will be
meeting with and will assist with scheduling and other logistics.

WHAT KINDS OF QUESTIONS SHOULD I ASK A HIRING EXECUTIVE IN THE

INTERVIEW?

Ask what you sincerely want to know. Put yourself in the hiring executive’s place. Ask what
challenges he or she is facing. Ask what current problems can be fixed by filling this
position. Ask about direction and strategy. Ask what he or she expects the new hire to focus
on in the first 90 days.

DETERMINING “FIT” ON A SEARCH

HOW DO I KNOW WHAT T HE CULTURE IS AT A CLIENT ORGANIZATION?

The truth is, people often don’t learn the culture of an organization before they take a new
job. That’s a big mistake.

Culture is a real determinant of both “fit” and long-term job satisfaction. People who are
compatible with an organization’s culture will perform better, be happier and stay longer.

You should do everything you can to learn about an organization’s culture, if you are
pursuing them as a prospective employer.

First, you should ask the recruiter what their experience has been with the client. Ask about
turnover on the executive team. Ask what kinds of people have been successful there.

Second, if you have an opportunity to interview with a client, ask the people you interview
with. “What’s the culture like here?” “What kinds of people are most successful
here?” “What kind of people do not last long here?” You can also do some research on the
internet, blogs, etc. to see what, if anything, is being written about the organization.
You can ask around. Perhaps you know people who are connected in some way to this
company. What has been their experience? How would they describe the culture?

HOW DO I KNOW IF I W ILL FIT INTO THAT CULTURE?

If you are working with a recruiter, the recruiter can help you think about “fit.” But, at the
end of the day, it is up to you to decide.

Start by knowing yourself well. Get feedback from others about your style. Take some
personality inventories to get additional language about your style. Think about the cultures
you’ve worked in where you’ve thrived. Think about any cultures you’ve worked in where
you have been miserable.

Try to get a real and balanced picture of the culture of the organization, warts and all. Make
an intelligent discernment about fit. Then, test your discernment with trusted advisors.

WHAT’S YOUR ADVICE O N HOW I SHOULD EVALU ATE AN OPPORTUNITY?

We encourage people to take a holistic view. I’d consider all of the following elements of the
position:

 Skill Fit: What activities do you most enjoy?

Will this position let you “shine”?
 Style Fit: How would you describe your personality style?
Will the company and people around you fit your style?
 Culture Fit: How would you describe your core values?
Will the culture at this company complement your core values?
 Logistics Fit: What are your most important needs (pay, benefits, commute time,
hours, etc.)
How does this position and company fit with your logistics needs?
 Future Fit: What are you looking to get better at?
Will this position allow you to “stretch”?