What is a “Position Specification” and Who Drafts It?

The Executive Hiring Document That Aligns, Attracts, and Elevates

When it comes to high-stakes hiring—especially at the executive level—vague job descriptions and rushed internal briefs won’t cut it. That’s where the position specification comes in.

If you’ve ever wondered “What is a position specification in executive search?”, or how it differs from a typical job description, you’re not alone. Many hiring managers and HR leaders aren’t introduced to this document until they engage a retained search firm for a senior-level role.

In this article, we’ll break down what a position specification is, how it’s used, who is responsible for writing a position specification, and why it’s such a powerful tool in attracting top-tier, often passive, candidates.

Position Specification vs Job Description: What’s the Difference?

Let’s start with the most common question: position specification vs job description difference.

Think of a position specification as a marketing-meets-strategy document. It doesn’t just inform—it attracts, aligns, and clarifies.

What Is a Position Specification in Executive Search?

In the context of retained search, a position specification is a comprehensive, custom-built profile of the role that outlines:

• The company’s mission, vision, and culture
• The purpose and scope of the role
• Key deliverables and success metrics
• Required experience, leadership style, and competencies
• Challenges and opportunities the new hire will face
• Reporting structure and team context

Unlike standard job ads, this document is used to sell the opportunity to highly qualified, often passive executive candidates who aren’t actively job hunting.

Who Is Responsible for Writing a Position Specification?

So, who drafts the position specification?

It’s a collaborative process, typically led by the retained search firm, but informed heavily by:

• The hiring manager, who brings insights on role expectations and team dynamics
• HR leadership, who ensures alignment with organizational structure and compensation
• Sometimes, the CEO or Board, especially for C-suite roles

The role of the hiring manager in drafting a position profile is essential. Their input helps the search partner understand not just the “what,” but the “how” and “why” of success in the role.

Key Components of an Effective Position Profile

📄 (This is a detailed, multi-page strategic document—not a simple job description.)

An effective position specification (also called a position profile or candidate brief) typically includes:

• Company Overview – Sets the context and brand narrative

• Role Purpose – Why the role exists and what it will accomplish

• Key Responsibilities & Deliverables – The high-impact outcomes expected

• Ideal Candidate Profile – Background, skills, leadership style

• Competencies & Behaviors – Aligned with company culture and future strategy

• Organizational Chart/Reporting Line

• Location, Travel Requirements, and Compensation Band (if applicable)

🗂️ Think of this as your go-to alignment and marketing document—used internally and externally throughout the search process.

How to Create a Position Specification for a Leadership Role

Creating a great position specification is not a one-person task. Here’s how to create a position specification for a leadership role, in five steps:

1. Kickoff Meeting: Align on the strategic purpose of the hire with the search firm and key stakeholders
2. Discovery Interviews: Conduct deep-dive conversations with the hiring manager, HR, and key leaders
3. Draft the Spec: The search partner synthesizes input and crafts a first draft
4. Collaborative Edits: Review, revise, and refine with internal alignment
5. Approve & Distribute: Finalize and use it as both a sourcing tool and internal alignment document

Purpose of a Candidate Brief in Retained Search

The purpose of a candidate brief in retained search isn’t just to inform—it’s to engage.

It helps:

• Recruiters confidently pitch the role to passive executives
• Candidates understand the opportunity and its strategic impact
• Stakeholders maintain alignment throughout the search process

For passive candidates, this document can be the difference between curiosity and conversion. That’s how a position spec attracts passive candidates—by providing meaning, challenge, and context, not just tasks.

Using a Position Specification to Align Interview Teams

Another powerful internal use? Alignment.

When done right, the spec becomes the hiring team’s shared compass—an objective standard against which all candidates are measured.

If you’ve ever had interviewers walk away with wildly different impressions of the same candidate, try using a position specification to align interview teams. It brings everyone back to agreed-upon success criteria and reduces subjectivity.

Conclusion: The Blueprint for a Transformative Hire

A position specification is far more than a souped-up job description; it is the strategic blueprint for a successful executive hire. This foundational document aligns stakeholders, engages top-tier passive candidates, and ensures the entire search process is grounded in clarity, objectivity, and a shared vision of success.

Crafting this document is the critical first step in a well-orchestrated search. To see how this blueprint guides every subsequent stage—from market mapping and candidate assessment to final negotiations and onboarding—explore our complete guide to the retained search lifecycle.

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

To learn more about how our firm partners with clients to build these powerful, persuasive documents, visit our main practice area page.

➡️ Explore Our Services: Retained Executive Search Firm