Executive search firms can be powerful allies in a senior-level job search. While they can play a vital role in helping you find your next role, it’s important to understand how they operate and how best to work with them.

Want to talk to an HBS Career Coach about working with an executive search firm? Explore the Coach Directory to filter coaches by industry and function expertise.

Search Firms Work for the Organization

The most important thing to remember when engaging with an executive search firm is that they do not work for you — they work for the client. The hiring organization is the one that engages and pays the firm to fill a specific position, and all the firm’s efforts are focused on meeting that client’s needs.

As a candidate, you are considered a potential match for the client’s needs. The closer your background and experience align with what the client is seeking, the more likely the search firm will be to advocate for you.

How Executive Recruiters Build Candidate Pools

Recruiters build a pool of candidates for their clients. The size and nature of the pool can vary based on the role, and the client’s preferences and history with the recruiters involved. Unless they’re small by design (say 4 to 6 candidates), candidate pools often feature breadth and depth of experience, qualifications, and potential fit.

Recruiters like to provide options to their clients. Candidates might:
  • Be deeply experienced and exceptionally well qualified, ticking all the search boxes
  • Have personal qualities that would make them strong candidates
  • Have strong experience in a parallel industry
  • Be a wild card — an unlikely candidate referred by the client or a trusted contact

Ultimately, candidates with exceptional depth have a great advantage. But it’s still worth it for the "non-traditional" candidates who may be a little off target. Participating in a search as the non-traditional candidate could be a test run for a future search in which you’re the bullseye. If the recruiter receives positive feedback from the client, they’re more likely to throw their weight behind you later.

Understanding the Dynamics of Executive Search

Recruiters Are Risk-Averse

Most search firms guarantee their placements for a period of time. If the placed candidate doesn’t work out — and the client isn’t clearly at fault — the firm must re-do the search for free. That’s the worst-case scenario for recruiters. As a result, they tend to be highly risk averse, favoring candidates referred by trusted sources and profiles that don’t signal urgency or desperation.

Find the Right Practice, Not Just the Firm

Search firms are structured around practice areas — not all recruiters cover all roles. Instead of reaching out to a general firm inbox, find the partner who leads the practice area most relevant to you or the associates who support that partner. For example, a practice area might focus specifically on CMOs in consumer tech.

How to Build Strong Relationships with Executive Search Firms

Make It Mutually Beneficial
This is critical. As a job seeker, you have your finger on the pulse of the job market. Share information with the search firm, such as:
  • Which firms seem to be hiring?
  • How are they running their process?
  • Who are they hiring?

If a search firm sees you as a market resource, they’ll also see you as a stronger candidate—someone who really knows the industry they’re targeting.

Start with Firms That Know You

If a firm has contacted you in the past, begin with them—they at least know about you. Keep a record of:
  • Which firms have called you
  • The person at the firm who reached out
  • The position they were calling about

A sample conversation might go like this:
"About two years ago you called me about a CFO position in East Overshoe, Minnesota. After some conversation we agreed that this probably was not a good fit. Now I'd like to bring you up to date on my current situation. What I'm looking for now is…"

After offering your narrative and focus, avoid referring to the firm's database. Instead, try:
"If something comes to your attention for which I am not exactly the best fit, please contact me anyhow. I may be able to suggest someone who might be more suitable than I am."

This kind of reciprocity can lead to being labeled a “Friend of the Firm.” When your name comes up in a database search, you’ll get a first look.

Build Relationships Through Recommendations

The best way to get on a recruiter’s radar — and stay there — is to have people in your network mention you as a potential candidate when the recruiter is sourcing. Even if you’re already in the database, this makes a difference. Referrals and references are critically important. Recruiters rely on them to feel confident they’re presenting desirable and reliable candidates.

Avoid Ineffective Direct Outreach

Unprompted, direct outreach to recruiters can backfire. Done poorly, it can make you seem like someone who’s short on options — or worse, desperate. Recruiters don’t like to present candidates who seem desperate.

Circle Back with Substance

It’s okay to check in every few months — just bring something to the table. Share who you have been talking to and what types of roles you are exploring. Avoid empty-handed outreach like “do you have any new mandates or engagements?” Reciprocity is key.

Use Your Network to Identify Firms

If you haven’t yet had conversations with executive search firms, your network is a great place to start. LinkedIn can help you quickly find alumni working at specific firms. The HBS alumni network can be an invaluable resource as well. Search for alumni industry, function, location, grad year, and more via the Alumni Directory or the HBS 12twenty platform.

Interested in talking to an HBS Career Coach about working with executive search firms? Use the Coach Directory to filter coaches by executive search firm expertise, or by industry and function, and book a meeting with them via their online calendar. Or email cpd@hbs.edu for further assistance.