The Retained Search Process: A Step-by-Step Timeline from Mandate to Onboarding

In today’s fiercely competitive talent landscape, securing C-suite and senior executives demands unparalleled precision, meticulous planning, and a robust, proven process. Organizations looking to hire top-tier leaders often partner with retained executive search firms to ensure a thorough and confidential recruitment journey. This article walks you through the retained search process—from initiating the mandate to successfully onboarding your next executive hire. Understanding this executive search timeline helps stakeholders manage expectations, align goals, and ultimately secure the best-fit leader for their organization.

Step 1: Search Mandate and Client Briefing (Week 1)

The retained search process begins with an in-depth client consultation. During this initial phase, the search firm partners with the client to understand the organization’s culture, strategic goals, leadership needs, and specific requirements for the role.

Key deliverables at this stage:

• Job description and ideal candidate profile
• Stakeholder alignment on priorities and timelines
• Clarification of compensation structure, reporting relationships, and long-term expectations

This collaborative stage is foundational, meticulously setting the tone and strategic direction for the entire C-suite hiring process. A well-scoped brief enables a precise search and ensures only the most qualified candidates are engaged.

Step 2: Market Mapping and Candidate Research (Weeks 2–3)

After the mandate is finalized, the search firm begins extensive market research and talent mapping. This includes identifying competitors, relevant sectors, and a global talent pool.

Activities include:

• Building a comprehensive longlist of potential candidates
• Leveraging proprietary databases, professional networks, and cutting-edge industry intelligence
• Conducting targeted, discreet outreach to passive talent – those highly sought-after individuals not actively seeking new roles.

At this point, clients begin to understand what to expect in a retained search: a proactive, rigorous, and research-driven approach that distinguishes it significantly from contingency recruitment.

Step 3: Candidate Outreach and Engagement (Weeks 4–5)

Outreach begins with direct, highly confidential communication to shortlisted prospects.The executive search consultant meticulously evaluates each candidate’s motivation, experience, leadership potential, and cultural fit. This multi-stage evaluation process includes:

• Confidential, in-depth discussions with qualified candidates
• Preliminary screening for essential leadership traits, verified achievements, and organizational alignment
• Continuous, transparent updates to the client about progress and market feedback

By this phase, the executive search timeline moves into active candidate engagement, where consultants act as highly effective brand ambassadors for the client, ensuring the utmost confidentiality and enhancing your employer brand’s credibility.

Step 4: Client Interviews and Shortlisting (Weeks 6–7)

The most promising candidates are presented to the client, typically in a shortlist of 3–5 exceptionally qualified individuals. These candidates then undergo a series of in-depth interviews with senior stakeholders from the client organization.

Activities during this phase:

• Behavioral and technical interviews tailored to the role
• Comprehensive assessment of leadership competencies and potential impact
• Thorough reference checking and background screening to validate credentials

This intensive, collaborative evaluation is critical in the retained search process, allowing both client and candidate to thoroughly validate mutual interest and strategic fit.

Step 5: Offer Management and Negotiation (Week 8)

Once a finalist is identified, the search firm steps in as a trusted advisor, facilitating the offer process, and ensuring a smooth negotiation that reflects the interests of both parties and secures commitment.

Steps include:

• Aligning on competitive compensation and comprehensive benefits packages
• Strategically addressing any concerns or potential counteroffers
• Securing verbal and then written acceptance from the chosen candidate

This stage is particularly delicate in the C-suite hiring process, where negotiations often involve complex elements like equity, relocation packages, and long-term incentives.

Step 6: Onboarding and Post-Placement Support (Weeks 9–12+)

The final, crucial step of the executive search timeline is onboarding and successful integration. Leading search firms extend their partnership to support both the client and the newly placed executive through the transition period to ensure long-term success and impactful performance.

Support may include:

• Guidance on structuring a robust 90-day onboarding plan
• Regular check-ins with both the new leader and the hiring team
• Assistance with performance metrics and success tracking for early wins

Understanding what to expect in a retained search also means recognizing that the partnership doesn’t end at offer acceptance—it extends into helping new leaders thrive, integrate, and deliver value from day one.

Conclusion

The retained search process is a strategic, high-touch approach to hiring senior executives. Unlike transactional recruitment, it offers deep market insight, personalized engagement, and end-to-end support that fosters long-term success. Organizations seeking to fill critical leadership roles benefit immensely from understanding the full executive search timeline, from initial mandate to successful onboarding.

For businesses aiming to attract transformative leaders, clarity around what to expect in a retained search empowers better planning and outcomes. With the right retained partner, your C-suite hiring process transforms from merely efficient to truly exceptional, securing the leadership that drives your future success.

This proven methodology is the foundation of our commitment to excellence. Discover the difference by exploring JRG Partners’ retained executive search services.