Position Specification Template for C-Level Searches

As Global Head of Research & Leadership Advisory at JRG Partners, I have distilled what belongs in this tool from real executive hiring practice, and here it is, ready to use. A position specification is the foundation of a search: get it right and everything downstream, sourcing, assessment, selling the role, gets easier. This template gives you the structure of a C-level spec and guidance on filling each section well.
This is the practitioner’s version: the actual tool, structured for real use, with notes on why each element matters and how to apply it. It is written to be adapted and used, not merely read.

What This Tool Is For

This template structures a position specification for a C-level search, defining the role, the requirements, and the opportunity clearly enough to guide sourcing, assessment, and candidate attraction. A strong spec aligns everyone, the board, the hiring executive, and the search partner, on exactly what the role is and who fits it, and it doubles as a document that attracts strong candidates by articulating the opportunity compellingly.

What a Position Specification Does

A position specification is more than a job description: it is the document that aligns everyone on what the role is and who fits it, and that attracts strong candidates by articulating the opportunity. It guides the search firm’s sourcing, gives the assessment its criteria, and gives candidates a reason to engage. A vague or generic spec produces a scattered search and a weak pool; a sharp, specific spec focuses the search and draws the right people. Investing in the spec upfront pays off across the entire search.

The Position Specification Structure

1. The company and context: Who the company is, its situation, and why this role matters now.
2. The opportunity: Why a strong candidate would want this role, the mandate, the impact, the upside.
3. The role: The mandate, key responsibilities, scope, and what success looks like in the first year and beyond.
4. Reporting and structure: Who the role reports to, who reports to it, and its place in the organization.
5. The requirements: The genuine must-have experience, capabilities, and attributes, distinguished from nice-to-haves.
6. The success profile: The competencies and characteristics that will make someone succeed in this specific role.
7. Compensation and terms: The compensation range and structure, at least in outline.

Writing Each Section Well

• Lead with the opportunity, not the requirements. Strong candidates are choosing; the spec must sell as well as specify.
• Define success concretely. “What does winning look like in 12 months?” sharpens the whole spec.
• Separate must-haves from nice-to-haves ruthlessly. Every false must-have needlessly shrinks the pool and often screens out the best candidates.
• Make requirements about capability, not credentials. Specify what the person must be able to do, not just where they must have worked.

The single most valuable discipline in writing a spec is honesty about must-haves. Teams routinely list as requirements things that are merely preferences, and each false must-have shrinks the pool and can screen out the strongest candidates. A spec that lists only genuine must-haves, and treats everything else as preferred, keeps the search open to the best people while still ensuring fit on what truly matters.

How to Use This Template Well

Draft the spec at the search kickoff, with input from the board or hiring executive and the search partner, and treat writing it as a way to force alignment on what the role actually is. Push hard on two questions: what does success in this role concretely look like, and which requirements are genuine must-haves versus preferences? Lead the document with the opportunity so it attracts as well as specifies. Use the finished spec to guide sourcing and to anchor the assessment criteria, and revisit it if the search reveals that the role or requirements were mis-defined.

Common Mistakes to Avoid

The common mistakes are writing a generic spec that reads like a job description and attracts no one, listing preferences as must-haves (which shrinks the pool and screens out strong candidates), failing to define what success concretely looks like, and specifying credentials rather than capabilities. Avoid these by leading with the opportunity, defining success concretely, separating must-haves from nice-to-haves ruthlessly, and making requirements about what the person must be able to do.

The Bottom Line

A position specification that defines the company, the opportunity, the role, and the genuine requirements clearly aligns everyone on the search and attracts the right candidates, making it the foundation on which a strong search is built. Adapt it to your context, apply it consistently, and it will sharpen the decisions that matter most, because disciplined process is what separates reliable executive hiring from luck.

Related Resources

For employers going deeper, see Executive Job Posting Template Optimized for Senior Candidates, Executive Search Kickoff Agenda Template, Leadership Competency Matrix Template for Executive Hiring.

Tanya Gallardo

Managing Director, Executive Search & AI Talent Strategy

Tanya Gallardo is the Managing Director of Executive Search & AI Talent Strategy at JRG Partners, leading C-suite and Board engagements across key growth sectors including Technology, Financial Services, and Manufacturing.

With over 18 years of experience specializing in disruptive technology leadership, Tanya is recognized as a leading authority on talent architecture for future-focused executive roles, such as the Chief AI Officer (CAIO) and Chief Digital Officer (CDO). Her expertise lies in accurately assessing the cultural fit and technical depth required to ensure a high return on investment (ROI) for critical leadership appointments.

Prior to her role at JRG Partners, Tanya held senior roles directing global talent acquisition strategies at a major publicly-traded technology firm, advising on organizational design and succession planning for emerging executive functions. She is a recognized speaker and contributor to industry events, sharing data-driven insights on executive compensation, leadership development, and the measurable business impact of C-suite talent.

Connect with Tanya to discuss your executive search needs.