New Year, New Job? What To Expect When a Recruiter Contacts You

With the rush of hiring activity that comes at the start of every new year, you might be recruited for your next role before you even start looking. If you’ve never worked with an executive search firm, the process can feel mysterious. Who are these people, how did they find you, and what happens if you say yes to a conversation? Here’s what to expect when working with the Staffing Advisors team and how to position yourself throughout the process.

What Kind of Firm Is Staffing Advisors?

First, a quick explanation of how we work. Staffing Advisors is a retained executive search firm. We’re hired by organizations to lead executive recruiting for a variety of roles spanning career levels and functional areas in trade and professional associations, certification boards, foundations, nonprofits, and social enterprises. We primarily recruit for senior staff and CEO-level positions.

When a client retains us for a search, we review all potential candidates. That means every candidate experiences the same process—whether we reached out to you or you applied through our website, LinkedIn, a job board, or directly with the hiring organization.

Because the roles we recruit for vary widely (some are highly specialized), there is always some variation in the size of the candidate pool and timeline. In this article, we’re sharing a behind-the-scenes look at a typical executive search.

The Stages of Executive Recruitment

Throughout the entire hiring process, we serve as your main point of contact for any questions about the role, the organization, and the interview sequence—so use that relationship wisely and ask about anything that is unclear. If we don’t have an immediate answer, we’ll find out and get back to you. And if you’re not selected by the client, you’ll hear from us promptly. We keep your information and may reach out about future positions that match your skillset.

Here’s a breakdown of each stage:

• Initial outreach: Our candidate sourcing process is in-depth and closely tied to the key competencies required for the role. For most searches, we typically review 700-1000+ candidates and reach out to the top 10-15% strongest matches with details about the position.
  What you should do: If you’re interested, reply to our outreach promptly. If you’re not sure, we still want to talk to you. A conversation with our team might reveal something about the opportunity you hadn’t considered. And if you’re not interested at all, send a quick note to let us know.
• Interview with our team: We conduct interviews with about 15-20% of the candidates we reached out to. This stage is an opportunity for both sides to gather information. We ask about the depth and context of your experience, and you can determine whether you would like to pursue the role. The more you know about the role and the more we learn about you, the better we can facilitate a good match.
  What you should do: Treat this like an interview with a hiring manager. Be specific about your accomplishments, what your career goals are, and what interests you about the role.
• Candidate selection by the hiring organization: The client works with our team to select candidates for first-round interviews, which is often around 40-50% of the candidates we interviewed.
  What you should do: Be patient and ready to respond when you hear from us. If you have any questions about the process, feel free to reach out to your recruiter. That’s why we are here.
• Interviews with the hiring organization: If you are selected to interview with the hiring team (usually within 3-5 weeks of your interview with us), we coordinate scheduling and help you prepare. We’ll share details about the interview sequence and timeline, including how many rounds of interviews, who you’ll meet at each stage, and what to anticipate throughout.
  What you should do: Take the time to really prepare for the interview. Use the CAR method to fine-tune examples of relevant work experience, prep thoughtful questions to make yourself stand out, and try using AI to practice a mock interview. One more thing: don’t be alarmed if there are delays. Both our team and the hiring organization want to move quickly, but scheduling delays are normal.
• Offer negotiations: If you are selected for the position, we’ll help you and the hiring organization negotiate an agreement that works for both parties.
  What you should do: Get ready for this step by identifying what you want and any tradeoffs you might consider.

Common Questions We Hear From Candidates

How did you find me?
We search for professionals with specific skills and experiences across specialized databases, LinkedIn, industry networks, professional associations, and peer organizations. If you’re doing relevant work in the nonprofit or association sector, you’re likely on our radar.

When does my information get shared, and with whom?
We share your resume and any additional information you’ve provided with the client only after we’ve spoken with you, and only for that specific job. If you submit a resume for general consideration, we always contact you to discuss a role before sharing your materials with a client. You can trust that Staffing Advisors is a reputable recruiter and your information will be protected.

Will my employer find out that you’ve contacted me?
Our team will never share your information with anyone without permission, and clients are contractually obligated to keep all search information confidential. Your current employer won’t be informed that you’re speaking with us. Confidentiality is the standard in retained executive search. Read more about our technology and privacy practices here.

How much influence does the recruiter have in hiring decisions?
The client makes all hiring decisions, with our team as decision support. We help them conduct effective interviews and facilitate communication, but we don’t make the final selection.

Saying Yes to a Conversation Isn’t a Job Application

Whether you’ve been contacted by our team or you’re just interested in how executive search works, remember that a conversation with a recruiter is just an opportunity to gather information. You’ll learn about the specific role and organization, but you might also learn about industry trends or which skills are in high demand. If you decide that the timing or job isn’t right, a simple “Let’s stay in touch” keeps the door open for future opportunities. At the very least, you’ll gain a useful contact who knows your field.

Staffing Advisors is accredited with an A+ rating by the Better Business Bureau. Our team is recognized for our commitment to transparency, fairness, and trusted partnerships with every client and candidate we serve. Read reviews from those who have worked with us here.

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