How Headhunters Really Work (And How to Get on Their Radar)

Headhunters are misunderstood. Most executives treat them either as passive recipients of CVs or as gatekeepers to be charmed. Neither approach works. Understanding how executive search actually functions will help you engage with these professionals in a way that genuinely moves the needle on your search.

The Business Model You Need to Understand

A headhunter's client is the company, not you. They are paid by the hiring organization — typically 25-33% of the placed candidate's first-year compensation — to identify and deliver a shortlist of qualified candidates for a specific role. Their loyalty is to their client.

This means that when a headhunter calls you, they're not doing you a favor. They're prospecting. They have a role to fill, and they need candidates who fit a specific brief. If you fit, great. If you don't, they'll be polite and move on.

This is important because it reframes the relationship. A headhunter cannot "find you a job." They can only match you against active mandates they're currently working. Your job is to be visible, relevant, and available when the right mandate crosses their desk.

Retained vs. Contingency Search

There are two main models:

Retained search: The company pays an upfront retainer to commission the search, regardless of outcome. Used for senior executive roles, C-suite, and board positions. Firms like Egon Zehnder, Spencer Stuart, Korn Ferry, and Heidrick & Struggles operate primarily on retained mandates. These searches are confidential, thorough, and slow — typically 3-6 months.

Contingency search: The firm only gets paid if their candidate is hired. Used for mid-to-senior roles. Multiple firms may work the same role simultaneously. More volume, less exclusivity, faster timelines.

As an executive, your primary focus should be building relationships with retained search professionals in your sector. They work on the roles that matter.

What Headhunters Actually Look For in a Database Search

When a headhunter receives a new mandate, they typically start by searching their internal database and LinkedIn. They use Boolean queries combining: current or recent job titles, company names (specific firms or types), sector keywords, geography, and seniority signals (VP, Director, SVP, C-level).

What this means practically: your LinkedIn profile and the CV on file with search firms must contain the exact keywords they'll search. If you're a "Head of Supply Chain" but the market calls it "VP Operations," you need both terms to appear naturally in your profile.

How to Get on Their Radar

Respond to every headhunter approach, even when you're not looking. A 15-minute call costs you nothing and creates a relationship. When they have a role that fits later, they'll think of you first. Always be polite, share useful context about your situation, and ask them to keep you in mind for future mandates.

Send proactive introductions. Identify 6-10 search firms that specialize in your sector and level. Send a brief, professional email: who you are, what you do, your current situation, and what you'd be interested in considering. Attach a clean CV. Don't ask for a job — express interest in establishing contact. Most will respond.

Get referred. The fastest way to get real attention from a headhunter is to be introduced by someone they trust — a board member, a mutual contact, or a previous candidate who was placed. A warm introduction elevates you from database entry to priority contact.

Be a useful source. Headhunters need market intelligence constantly. If you can refer strong candidates for roles you're not right for, share insights about talent movements in your sector, or introduce them to potential clients — you become someone they want to stay close to. Relationships built on mutual value are the most durable.

Managing the Relationship Once You're in Their Database

Being "in the database" is not the same as being "top of mind." Databases grow constantly. To stay relevant:

• Check in every 3-4 months with a brief update — a new role, a significant project completed, or a change in your situation.
• Share an article or industry observation that might be useful to them.
• When they call you for a role you can't take, help them think of other candidates. This builds significant goodwill.

Never burn a headhunter relationship by being unresponsive, wasting their time, or misrepresenting your situation. The senior executive world is smaller than it looks. These people talk to each other.

Red Flags to Watch For

A legitimate executive search firm will never ask you to pay for anything. They will not promise to "find you a job" in exchange for a fee. Legitimate retained search consultants work exclusively for companies.

Some firms advertise "career transition" or "outplacement" services that you pay for — these are different services, not executive search. Understand what you're engaging with before you invest time or money.

The Bottom Line

Headhunters are powerful allies — but only if you build the relationship before you need it. The executives who get the best calls are the ones who invested in those relationships over years, not the ones who suddenly appeared in the database the week after receiving a redundancy notice.

Start now. Your future self will thank you.