A contingency recruiter only gets paid if they place a candidate. That sounds appealing on the surface, but it creates a misaligned incentive — they are motivated to move fast and submit volume rather than find the right fit. Multiple contingency firms may work the same search at once, meaning candidates are often contacted by several recruiters for the same role, which signals to the market that an organization is struggling to hire.

A retained search firm is engaged exclusively and paid in structured installments. That commitment goes both ways. The firm dedicates focused resources to the search, conducts deep market mapping, and approaches passive candidates who are not actively looking. For senior and specialized roles where the wrong hire carries real institutional risk, retained search is the standard.

Most retained searches complete within 60 to 90 days from kickoff to accepted offer. Director and manager-level roles tend to close on the shorter end. Vice president, dean, and C-suite searches typically run longer due to the smaller candidate pool and more involved evaluation process.

Factors that extend a search include delayed feedback from hiring committees, shifting position requirements mid-search, and candidate counteroffers at the finish line. The single biggest accelerator is a client who is responsive, decisive, and aligned internally before the search begins.

Retained search fees are typically structured as a percentage of the placed candidate’s first-year base compensation, generally ranging between 25% and 33%. The fee is billed in installments across the engagement rather than as a single payment at placement. This structure reflects the ongoing work being done throughout the search, not just the moment a hire is made.

At Excelon Associates, we work with clients to structure engagements that reflect the scope and complexity of the role. We are transparent about fees before any agreement is signed.

Yes. Excelon Associates provides a replacement guarantee on all retained searches. If a placed candidate leaves or is terminated within the guarantee period for reasons within the scope of the original search, we re-engage the search at no additional retainer cost.

The specifics of the guarantee period are outlined in the search agreement and vary based on role level and engagement type. Our goal is a placement that holds, and our track record reflects that.

Yes, and we do so regularly. Confidential searches require a different approach from the start. We conduct outreach without disclosing the client organization until a candidate has been screened and has expressed genuine interest. Position materials are carefully worded to describe the opportunity without identifying the institution.

We have managed replacement searches for sitting executives, sensitive leadership transitions, and situations where internal candidates are being considered alongside external ones. Discretion is not an add-on for us. It is a baseline expectation on every engagement.

The process begins with a detailed position profile development session where we learn the role, the organization, the culture, and the leadership context. From there we conduct market mapping and direct outreach to a targeted candidate pool. You receive a shortlist of screened, qualified candidates along with written profiles and our assessment of each.

We coordinate interviews, manage candidate communication, support offer negotiations, and remain engaged through the start date. Throughout the search you have a dedicated point of contact and regular progress updates. You are never left wondering where things stand.

We recruit across the full organizational chart within our core sectors. In higher education that includes presidents, provosts, deans, vice presidents, directors of admissions, financial aid, student affairs, marketing, and academic department chairs. In healthcare we place clinical leaders, department directors, compliance officers, and administrative executives.

In financial services we recruit for private equity, venture capital, investment banking, and wealth management firms. We also handle international searches with active placements across the UK, Middle East, India, and beyond.

General staffing agencies are built for volume. They fill roles quickly across a wide range of industries using largely the same process for every hire. Excelon Associates is a niche firm. We work exclusively within higher education, healthcare, financial services, and government, and we have done so since 2007.

That means our candidate networks, sector knowledge, and client relationships are deep rather than broad. We are not sourcing from the same active job seeker pool as a general agency. We are identifying and approaching people who are performing well in their current roles and may not be looking at all.

No. Excelon Associates is headquartered in Asheville, NC with additional offices in Boca Raton and Delray Beach, FL, but the majority of our work is national and international. We have placed candidates at institutions and organizations across the United States, the United Kingdom, the Middle East, and South Asia.

Our Asheville base gives us strong roots in the WNC market, but our reach and candidate network operate without geographic limits.

A few indicators stand out. You have a senior or specialized vacancy where the wrong hire would have real consequences. You have tried to fill the role internally or through a job posting and have not found the right candidate. The position requires someone who is likely not actively looking. You need to move with discretion because the vacancy is not yet public.

Or you simply do not have the internal bandwidth to run a rigorous national search while managing everything else. If any of those apply, a retained search engagement is worth a conversation. We offer a no-obligation consultation to help you determine whether and how we can help.