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Executive Search Firms – A Step-by-Step Guide

Executive Search Firms

When a charitable organisation is preparing to hire a new Chief Executive Officer or other senior leader, the stakes are high. These individuals shape mission delivery, culture, and long-term sustainability. To ensure a successful outcome, many organisations turn to executive search firms for support. But engaging the right firm—and managing the process well—requires preparation, clarity, and oversight.

Here’s a step-by-step guide to help your organisation navigate the process of engaging an executive search firm for a senior leadership role.

Step 1: Define the Need and Objectives for Executive Search Firms

Before reaching out to executive search firms, your board or executive committee should agree on:

  • Why external support is needed
  • The goals of the search (e.g., replacing a retiring CEO, scaling the organisation, diversifying leadership)
  • The desired timeline
  • Budget allocation for the search

Clarity at this stage ensures a better fit between your organisation and the search partner.

Step 2: Draft and Distribute a Request for Proposal (RFP)

An RFP outlines what your organisation is looking for and invites search firms to submit proposals. Key sections include:

  • Organisational overview and mission
  • Position description or search scope
  • Services required (e.g., candidate sourcing, stakeholder interviews, psychometric testing)
  • Timeline and deadlines
  • Proposal submission requirements

Be specific—but flexible—so firms can suggest value-added approaches.

Step 3: Identify and Invite Qualified Search Firms

Create a shortlist of 3–6 reputable firms with:

  • Experience in the nonprofit or social purpose sector
  • Knowledge of the role type (e.g., CEO, fundraising, advocacy)
  • Demonstrated commitment to diversity, equity, and inclusion
  • Proven ability to recruit nationally or globally if needed

Reach out directly or post your RFP publicly to encourage a diverse pool.

Step 4: Evaluate Proposals with a Clear Scoring Framework

Use a scoring matrix to compare proposals fairly. Key criteria to assess include:

  • Understanding of your mission and sector
  • Track record and references
  • Search methodology and timeline
  • Team experience and assigned personnel
  • Cost and value

Interview top candidates if needed to ensure cultural and strategic fit.

Step 5: Finalise the Contract and Expectations

Once a firm is selected:

  • Agree on the fee structure, milestones, and deliverables
  • Clarify roles (e.g., who’s managing communication with candidates?)
  • Confirm confidentiality protocols and conflict of interest provisions
  • Define expectations for stakeholder involvement and updates

Good contracts help prevent misunderstandings and ensure accountability.

Step 6: Support the Search Process

Even with a firm engaged, your organisation plays a key role:

  • Provide clear and consistent messaging to staff and stakeholders
  • Designate a point of contact from the board or HR
  • Ensure timely feedback on candidate profiles and interviews
  • Uphold a respectful and inclusive experience for all applicants

Step 7: Prepare for Onboarding and Transition

Once the successful candidate is appointed, the firm may assist with:

  • Negotiating terms
  • Communicating the appointment
  • Supporting onboarding and transition planning

Thoughtful onboarding improves retention and ensures your investment in the search pays off.

Final Thought

Partnering with executive search firms can be a strategic and transformative step for a charitable organisation, especially when approached with clarity and care. By following a structured process, you not only increase your chances of hiring the right leader but also strengthen your organisation’s governance and long-term success.