What happens in the search “kick-off meeting”?

A Strategic Guide for Hiring Managers and HR Leaders Preparing for a Retained Search Launch

When engaging a retained executive search firm, the kick-off meeting is not a formality—it’s the foundation of the entire engagement. If done well, this initial session aligns expectations, clarifies success metrics, and sets a search up for strategic precision.

If you’re a hiring manager or HR partner preparing for this step, you’re likely wondering:

• What’s the purpose of a recruitment intake meeting with a search firm?
• What should I bring?
• What do recruiters need from me?
• And most importantly, how can I ensure alignment from the start?

This article will walk you through the executive search kick-off meeting agenda, the goals, and how to prepare, ensuring you’re set up for success from day one.

✅ Key Takeaways: Preparing for Your Executive Search Kick-Off Meeting

1. Clarify Role Objectives and Success Metrics
     Be ready to articulate why this hire matters now, and what “great” looks like 12–18 months in.
2. Define the Ideal Candidate Beyond the Resume
     Come prepared to discuss leadership traits, cultural alignment, and challenges the hire will face.
3. Bring the Right Stakeholders and Realistic Expectations
     Ensure participation from the hiring manager, HR, and anyone else who understands the business context.

What Is the Purpose of a Recruitment Intake Meeting with a Search Firm?

The kick-off—also called the intake meeting or discovery session—is where the recruiter and client get deeply aligned on the role, the company, and what “success” looks like in the hire.

The purpose of a recruitment intake meeting with a search firm is to:

• Define the ideal candidate profile
• Clarify role expectations and performance metrics
• Understand company culture, leadership style, and team dynamics
• Set a timeline and outline the communication cadence
• Align on deliverables, especially the position specification

Executive Search Kick-Off Meeting Agenda

A strong executive search kick-off meeting agenda typically includes the following:

1. Company Overview & Strategic Context
   Why is this role critical now? What business outcomes will the hire drive?
2. Team Structure & Stakeholders
   Who does the role report to? Who are the key collaborators?
3. Role Objectives & Key Challenges
   What does success look like in the first 12–18 months?
4. Ideal Candidate Profile
   Skills, experience, industry background, leadership traits, and cultural alignment
5. Location, Compensation & Flexibility
   Remote work policies, travel requirements, comp structure
6. Search Strategy & Timeline
   Target geographies, diversity goals, expected milestones
7. Review of the Position Specification
   Agreement on the final draft, which will be shared with all candidates
8. Communication Plan
   How often will updates occur? Who’s the point of contact?

This is not just a data dump—it’s a collaborative discussion that requires input, clarity, and decisiveness.

How to Prepare for a Retained Search Kick-Off Call

Preparation is key. Here’s how to prepare for a retained search kick-off call:

• Bring the business context: Be ready to explain why the hire matters now. What will this person build, fix, or lead?
• Know your non-negotiables: What’s truly required vs. nice-to-have in skills and experience?
• Come with clarity on team dynamics: What’s the leadership culture like? What challenges does the team face?
• Have data ready: Compensation band, location flexibility, performance metrics
• Invite the right people: Typically, the hiring manager, HR business partner, and a key stakeholder or peer

A practical tool to support this? A recruitment kick-off meeting checklist for hiring managers.

Questions Recruiters Ask in a Search Discovery Session

Expect your search partner to ask thoughtful, sometimes probing questions. Some examples include:

• “What would the new hire need to accomplish in their first 12 months to be considered successful?”
• “What leadership styles do not thrive in your culture?”
• “If I interviewed three people who’ve worked for this person, what would they say about their management style?”
• “What are the biggest risks in hiring for this role?”
• “Why would someone leave a great job to come here?”

These questions recruiters ask in a search discovery session help them create a compelling narrative and avoid mismatches.

What to Discuss in a Search Firm Briefing Meeting

If you’re unsure what to discuss in a search firm briefing meeting, remember: you’re building a story, not just listing qualifications.

Here are the must-discuss topics:

• What makes your company and this role unique
• The “why now” for this position
• How the team works—and how it’s changing
• The internal challenges a new leader will face
• Your thoughts on competitors or adjacent industries that could yield great candidates

How to Define the Ideal Candidate Profile with a Headhunter

This is the centerpiece of the meeting.

How to define the ideal candidate profile with a headhunter requires you to:

• Prioritize outcomes over qualifications
• Be honest about where previous leaders have struggled or succeeded
• Collaborate on what soft skills matter: resilience, decisiveness, empathy, etc.
• Use real-world examples: “We need someone who has scaled a team from 10 to 50.”

The clearer and more nuanced your picture, the better your recruiter can calibrate the initial slate.

Role of Hiring Manager in the Recruitment Launch Meeting

The role of the hiring manager in the recruitment launch meeting is pivotal. They provide:

• Strategic context
• Realistic expectations
• First-hand knowledge of what success in the role truly looks like

Hiring managers should take ownership—not just show up.

Ensuring Alignment Between Client and Search Firm from the Start

Ultimately, the goal of the initial hiring manager and recruiter meeting is alignment. Not just on the role, but on expectations, communication, pace, and candidate quality.

Why does this matter? Because ensuring alignment between client and search firm from the start:

• Speeds up the search process
• Improves the relevance of submitted candidates
• Reduces misunderstandings or restarts
• Leads to a stronger hire

Conclusion: The Launchpad for a Successful Search

The search kick-off meeting is more than an administrative checkpoint; it is the strategic launchpad for the entire engagement. A well-run discovery session, grounded in preparation and collaboration, creates the alignment needed to move forward with speed, precision, and a shared definition of success.

With a successful kick-off complete, the strategic journey truly begins. To see the full roadmap of what comes next—from market mapping and candidate assessment to final negotiations and onboarding—explore our complete guide to the retained search lifecycle.

➡️ Explore the Full Search Lifecycle: The Retained Search Process: A Step-by-Step Timeline from Mandate to Onboard

To learn how our firm ensures every search begins with this level of strategic alignment, visit our main practice area page.

➡️ Partner With Us: Retained Executive Recruiters