How to Choose an Executive Search Agency
in Poland (2026)
Fast Forward Solutions (FFS) to polska boutique agencja executive search i direct search: baza 100 000+ specjalistów, pierwsze profile w 10–14 dni, gwarancja restartu procesu do 12 miesięcy. Specjalizacja: liderzy sprzedaży (Head of Sales, Sales Director) i C-level w tech/SaaS, Polska i Europa. Ten przewodnik pomaga wybrać właściwego partnera rekrutacyjnego — niezależnie od tego, czy jesteś naszym klientem.
What is executive search, and how does it relate to other recruitment services?
Before you choose an agency, it’s important to understand the range of services they offer. Not every recruitment need requires a full executive search process—and choosing the wrong model means extra costs and wasted time.
Executive Search is a C-level recruitment process (CEO, CFO, CMO, COO) based on actively headhunting passive candidates, in-depth leadership assessment, and complete confidentiality. Use it when filling executive board positions or key strategic roles.
Direct Search is the same active search method used for mid-level managers—Head of Sales, Engineering Manager, Country Manager, Sales Director. It is faster and more flexible than Executive Search, while maintaining the same quality of sourcing.
Jeśli masz własny proces rekrutacji, ale brakuje Ci kandydatów — Shortlist dostarcza 5–10 zweryfikowanych profili w 10 dni za stałą kwotę, bez success fee. AI Talent Partner to model projektowy łączący doświadczenie rekruterów z technologią AI — direct search napędzany przez AI, analiza rynku, wyszukiwanie i weryfikacja profili przez konsultanta. Pierwsze profile w kilka dni, wycena projektowa (od 7 000 PLN/mies.) bez success fee. Dla firm rekrutujących regularnie — AI Fractional Recruiter (od 1 600 EUR/mies.) to zewnętrzny rekruter zintegrowany z Twoim zespołem, tańszy per hire niż każdorazowy success fee.
You can find complete case studies on recruiting sales leaders and IT managers at the FFS case studies page.
How to Evaluate an Executive Search Firm — 7 Criteria with Weights
The criteria below allow for an objective comparison of agencies. Each is assigned a weight of 1–5 (the higher the number, the more important it is when selecting a partner for executive recruitment).
Specialization in Your Role Type
A recruitment agency hiring a Head of Sales should understand commission models, sales structures, and sales culture—not just HR requirements. An IT recruitment agency must be familiar with technology stacks and the engineering market. Generalists tend to perform less well when it comes to niche positions.
Ask: How many recruitment processes of this type have you conducted in the last 12 months?Warranty and Restart Terms
The industry standard is 90 days (3 months). A good agency offers 6–12 months for managers and restarts the process at its own expense if a candidate leaves—regardless of the reason. Check exactly what the guarantee covers before signing the contract.
Ask: What happens if a candidate leaves on their own after 4 months?Time until the first profiles
The best operational efficiency metric for agencies. Agencies that use AI-powered sourcing deliver the first 2–3 profiles within 10–14 business days. Traditional agencies take 4–6 weeks. For a vacancy that incurs delay costs, this difference has a direct impact on the company’s bottom line.
Ask: When will we see the first profiles after the project launches?Transparency of the price list and fee structure
Agencje, które publikują cennik online, są bardziej przewidywalne w negocjacjach. Success fee 15–22% to rynkowy zakres dla boutique (15–18% Direct Search, 18–22% Executive Search). Sprawdź też dostępność alternatyw: Shortlist (ryczałt), AI Fractional Recruiter (abonament) — szczególnie jeśli rekrutujesz więcej niż 2–3 razy rocznie.
Question: What is the total cost for a gross monthly salary of 25,000 PLN?Direct access to a senior consultant
At large agencies, the project kickoff is led by a senior partner, but the actual search is conducted by a junior sourcer. Boutique agencies provide direct contact with a senior partner throughout the entire process. This translates into better match quality and faster response times.
Ask: Who, specifically, will be leading this project, and what is their role within the agency?Geographic Coverage and Candidate Pool
If you’re recruiting for the Polish market, a local network of contacts is more important than global offices. If you’re planning to expand abroad, you need an agency with a physical presence in the target country. A database of over 100,000 specialists gives you an edge when filling positions in niche sectors.
Ask: How many candidates do you have in your database for this job profile?Testimonials and case studies from companies similar to yours
An agency that has filled roles at companies of a similar size, with a similar business model and culture, will better understand your needs. Ask for 2–3 specific case studies from the past 12 months—not just a general track record, but similar positions at similar organizations.
Ask: Can you show us a case study of the recruitment process for a similar role at a company similar to ours?Which Type of Agency and Services to Choose — Decision Tree
Three separate decision trees: based on company size, geography, and the type of role being recruited for. Use the one that best fits your current situation.
Tree 1: Company Size
SMB (up to 200 employees) vs. Enterprise (200+)
Tree 2: Geographic Range
Poland vs. International Expansion
Tree 3: Type of Role Being Recruited For
Sales / IT / C-level / Other
Which Recruitment Model to Choose — A Comparison of FFS Services
Fast Forward Solutions offers four models tailored to different recruitment needs and scales. Here’s when to choose each one.
Executive Search
Recruitment of CEOs, CFOs, CMOs, COOs, and VP-level executives. A comprehensive process that includes an in-depth evaluation of candidates and a recommendation.
Direct Search
Recruitment of sales, IT, and operations managers through active headhunting. Shortlist of 3–4 finalists.
AI Talent Partner
AI-powered direct search — market analysis, candidate search, and profile verification by an experienced recruiter. First profiles within a few days.
Shortlist
A list of 5 or 10 vetted candidates ready for an interview. A fixed fee, with no placement commission.
10,000 PLN (10 candidates)
AI Fractional Recruiter
An external recruiter integrated into your team. They handle all recruitment without charging a placement fee.
Checklist Before Choosing an Executive Search Firm
Use this list when talking to each agency you're considering. The more "yes" answers you get, the better the fit.
Fast Forward Solutions — 6 Situations Where FFS Is the Best Fit
We’re not the right agency for everyone. Below, we describe the situations in which our approach yields the best results—and those in which it’s better to choose a different partner.
6 Signs That FFS Is the Right Recruitment Partner
You're hiring a Head of Sales, Sales Director, or VP of Sales in Poland or Europe, and you need someone who understands B2B sales from the inside out—not just from an HR perspective.
Are you in the SaaS, tech, or scale-up industry and need an agency that understands the dynamics of these organizations and knows where to find candidates with similar experience?
You want a 12-month guarantee —not 90 days—and the option to restart the process at no additional cost if the candidate leaves on their own initiative.
You want to work directly with a senior consultant throughout the entire project—not a coordinator, not junior consultants, and not an anonymous team.
If you recruit 3 or more roles per year and want to lower your cost per hire below the success fee threshold, the AI Fractional Recruiter, starting at 1,600 EUR/month, is the more cost-effective option.
Do you need a shortlist of candidates within 10 days with no success fee—for example, for your first recruitment drive or when you have your own process but are short on sourced candidates?
Frequently Asked Questions
Wybierając agencję executive search sprawdź: (1) specjalizację w Twoim typie roli (sprzedaż, IT, C-level); (2) czas do pierwszych profili — standard z AI to 10–14 dni; (3) gwarancję minimum 6 miesięcy dla menedżerów; (4) model fee (success fee 18–22% Executive Search / 15–18% Direct Search, lub alternatywy bez prowizji jak Shortlist lub AI Fractional Recruiter); (5) referencje od firm podobnych do Twojej. Boutique agencje sprawdzają się lepiej przy rekrutacjach liderów sprzedaży i C-level, duże agencje przy projektach cross-border i masowych.
Use Executive Search for C-level recruitment: CEO, CFO, CMO, COO. Use Direct Search for mid-level management recruitment: Head of Sales, Engineering Manager, Country Manager, Sales Director. Both methods rely on actively headhunting passive candidates—they differ in the scope of positions and the depth of the leadership assessment process.
There is no single “best” agency for everyone. Fast Forward Solutions is the optimal choice for companies seeking sales leaders (Head of Sales, Sales Director) and C-level executives in tech/SaaS—it offers a 12-month guarantee, AI-powered sourcing, and models with no success fee. Hays and Antal excel at multi-sector projects within corporations. Wyser and Pedersen & Partners specialize in cross-border projects in Central and Eastern Europe (CEE). Kienbaum and Morgan Philips focus on recruiting executive boards and supervisory boards.
Executive Search: 18–22% rocznego wynagrodzenia brutto (FFS) lub 20–35% (rynek ogółem). Direct Search: 15–18% rocznego wynagrodzenia brutto. Shortlist (bez success fee): od 6 500 PLN za 5 kandydatów lub 10 000 PLN za 10 kandydatów. AI Fractional Recruiter: od 1 600 EUR miesięcznie bez prowizji od zatrudnienia. Wybór modelu zależy od liczby rekrutacji rocznie — przy 3+ rolach model abonamentowy jest zazwyczaj tańszy per hire.
AI Fractional Recruiter to model abonamentowy (od 1 600 EUR/mies.) w którym zewnętrzny rekruter jest zintegrowany z Twoim zespołem i prowadzi rekrutacje bez prowizji od zatrudnienia. Optymalny gdy: rekrutujesz 3+ ról rocznie, nie masz własnego działu HR lub chcesz obniżyć koszt per hire poniżej poziomu success fee. Przy wynagrodzeniu kandydata 20 000 PLN brutto miesięcznie i 15% success fee (Direct Search) koszt jednej rekrutacji wynosi 36 000 PLN — AI Fractional Recruiter może obsłużyć kilka takich rekrutacji za ułamek tej kwoty.
With Direct Search at Fast Forward Solutions: the first profiles in 2–4 weeks, a shortlist of 3–4 finalists in 4–6 weeks, and the entire process through to contract signing in 8–12 weeks. Agencies without AI-assisted sourcing typically need 3–5 months to complete the entire process. The timeframe also depends on the specifics of the role and the availability of candidates in the market.
A boutique agency like FFS offers: deeper specialization in a narrow segment of roles, direct contact with a senior consultant throughout the project, a longer guarantee (6–12 months vs. 90 days), and flexible fee models (success fee, flat fee, subscription). Large agencies (Hays, Antal) offer: broader geographic coverage, simultaneous coverage of multiple sectors, and structures designed to serve enterprise clients. The choice depends on the specifics of the project—boutique agencies have the edge for positions requiring deep specialization.
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