How to Hire an Executive Search Firm | Excelon Associates

Retained search basics

What is the difference between a retained executive search firm and a contingency recruiter?

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

A retained firm is engaged exclusively and paid in structured installments. That commitment goes both ways. The firm dedicates focused resources, 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.

How long does a retained executive search typically take?

Most retained searches complete within 60 to 90 days from kickoff to accepted offer. Director and manager 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.

Searches stretch when committee feedback is slow, when position requirements shift mid-search, or when counteroffers appear at the finish line. The single biggest accelerator is a client who is responsive, decisive, and aligned internally before the search begins.

What does a retained executive search firm charge?

Retained fees are typically a percentage of the placed candidate’s first-year base compensation, generally between 25% and 33%. The fee is billed in installments across the engagement rather than as a single payment at placement, which reflects the work done throughout the search rather than just the moment of hire.

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

Do executive search firms guarantee their placements?

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 by role level and engagement type. Our goal is a placement that holds, and our track record reflects that.

Working with Excelon Associates

What types of roles does Excelon Associates recruit for?

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. In government we support federal, state, and local agencies under our GSA Human Capital MAS Schedule. We also handle international searches, with active placements across the UK, Egypt, India, and beyond.

Do you only work with employers in Asheville and Western North Carolina?

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 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. If you are based in Asheville and need a local partner with national capability, that is exactly what we offer.

How is Excelon Associates different from a general staffing agency?

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.

The search process

What should an employer expect during the search process?

The process begins with a detailed position profile session, where we learn the role, the organization, the culture, and the leadership context. From there the search runs through a clear sequence:

• Market mapping and direct outreach to a targeted candidate pool
• A shortlist of screened, qualified candidates with written profiles and our assessment of each
• Interview coordination and ongoing candidate communication
• Support through offer negotiation and acceptance
• Continued engagement through the start date, with a dedicated point of contact and regular progress updates

Throughout the search you have a single point of contact and a steady cadence of updates, so you are never left wondering where things stand.

Can Excelon Associates handle confidential or replacement searches?

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, and position materials are 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 considered alongside external ones.

Is your organization ready to engage a search firm?

How do I know if my organization is ready?

A few indicators stand out. If any of the following apply, a retained engagement is worth a conversation:

• 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.
• You do not have the internal bandwidth to run a rigorous national search while managing everything else.

We offer a no-obligation consultation to help you determine whether and how we can help.