Schedule a consultation
Traditional recruitment
Executive Search Direct Search Confidential Searches
Modern models
Shortlist AI Fractional Recruiter AI Talent Partner RPO Solutions
Projects
Customer reviews
Recruitment Consultations Job Openings Submit Your Resume
Blog O nas Baza wiedzy
Contact

Knowledge Base · Fast Forward Solutions · 2026

Executive Search Glossary: 18 Key Terms Every CEO and CHRO Needs to Know

A concise, definitive guide to Executive Search terminology in Poland—from retainer to scorecard. Each term is explained in a single, clear paragraph, complete with figures and market context for 2026.

18–22%fee Executive Search FFS od rocznego wynagrodzenia
6–8 weeksTime to shortlist 3–5 candidates
90 days–12 monthstypical employment guarantee period
~70%of C-suite executives are passive candidates

What is Executive Search? (Basic Definition)

This article was prepared by Executive Search Fast Forward Solutions (Poland) —a boutique recruitment agency specializing in recruiting managers and leaders for technology companies, scale-ups, and organizations in the growth phase. We operate using the Direct Search and Executive Search models in Poland and Europe.

Executive Search to wyspecjalizowana metoda rekrutacji kadry zarządzającej najwyższego szczebla (C-suite, VP, dyrektorzy), polegająca na proaktywnym, poufnym docieraniu do pasywnych kandydatów — doświadczonych liderów, którzy nie szukają aktywnie pracy, ale rozważą zmianę przy właściwej propozycji. W odróżnieniu od rekrutacji opartej na ogłoszeniach, w Executive Search to konsultant inicjuje kontakt z precyzyjnie wyselekcjonowaną grupą docelową. Standardowe wynagrodzenie agencji wynosi 20–35% rocznego pakietu kandydata na rynku (w FFS: 18–22%), a proces kończy się rekomendacją zweryfikowanej krótkiej listy, nie zbiorem CV. Zobacz, jak prowadzimy projekty Executive Search w praktyce.

Glossary of Executive Search Terms (A–Z)

1. Headhunting

A colloquial term, often used interchangeably with “Executive Search , ” referring to the direct recruitment of specific candidates—identified by name— from the job market, most often those currently employed by competitors. The term emphasizes the element of “hunting” for a specific individual; Executive Search is its more structured, consultative form.

2. Direct Search

Metoda rekrutacji polegająca na aktywnym mapowaniu rynku i kontaktowaniu się z kandydatami bez publikacji ogłoszenia. Stosowana dla ról menedżerskich i specjalistycznych poniżej poziomu C-suite. Fee w FFS: 12–16% dla ról specjalistycznych, 15–18% dla ról managerskich — zawsze niższy niż w Executive Search. Więcej: usługa Direct Search.

3. Retainer (retainer agreement)

A billing model in which the client pays in installments regardless of whether a hire is ultimately made —typically 1/3 at the start, 1/3 upon delivery of the shortlist, and 1/3 after the hire is made. This ensures the consultant’s full commitment and is standard practice in executive search for critical roles.

4. Success fee (success-based only)

A model in which the agency is paid only after a candidate is successfully hired. Lower risk for the client for simpler roles, but less prioritization and limited confidentiality for C-suite positions. Increasingly being replaced by subscription-based models.

5. Passive candidate

A professional who doesn’t apply for or browse job postings but is open to discussing the right opportunity. They make up the majority of C-suite executives (estimated at ~70%) and are the primary target of executive search firms—which is why job postings alone don’t reach the best leaders.

6. Market mapping / talent mapping

A structured overview of all potential candidates in a given market, including their current roles, career paths, and availability. It is created at the start of the project and serves as the foundation for the outreach strategy and salary benchmarking.

7. Long list and shortlist

A long list is a broad group of identified candidates who meet the initial criteria. A shortlist is a narrow, vetted list of 3–5 individuals selected following competency-based interviews, which is presented to the client along with a recommendation. In Executive Search, a shortlist is typically compiled within 6–8 weeks of receiving the brief—in the Shortlist model, we deliver the first profiles within 10 days.

8. Recruitment Brief

A document and meeting to define the role, business context, ideal candidate profile, success criteria, and salary range. The quality of the brief directly determines the accuracy of the shortlist—an imprecise brief is the most common reason for delays in the process.

9. Scorecard

A candidate assessment tool based on measurable outcomes and competencies, rather than a list of job duties. It defines what the candidate is expected to achieve in the first 12 months and standardizes the evaluation process across interviewers. A pre-designed scorecard can shorten the recruitment process by as much as 40–60%.

10. C-suite / C-level

Top management—roles with the “Chief” prefix: CEO, CFO, COO, CTO, CMO, CHRO, CRO, and similar. Hiring decisions at this level have a long-term strategic impact, which is why they are covered by an extended guarantee (up to 12 months) and full confidentiality.

11. Confidential search

A process conducted without disclosing the name of the hiring company or the fact that recruitment is taking place. Used when replacing a current manager, in M&A transactions, or when entering a new market. It requires communication “under an NDA” and the involvement of a consultant at every stage. See: confidential recruitment.

12. Off-limits (non-disclosure clause)

A commitment by the agency not to recruit candidates from the client’s company for a specified period (typically 12–24 months after the project’s completion). A key element of trust in the relationship with an executive search agency.

13. Warranty Period (Replacement Guarantee)

A commitment by the agency to repeat the recruitment process free of charge if the candidate leaves or is terminated within a specified period. Typically 90 days for managerial roles, up to 12 months for C-suite positions. An indicator of the agency’s confidence in the suitability of the match.

14. Time-to-hire and time-to-fill

Time-to-fill is the total time from the start of the recruitment process to the candidate’s acceptance of the offer. Time-to-hire is measured from the first contact with the candidate to their acceptance. In Executive Search, a realistic time-to-fill for a C-suite role is 8–14 weeks, with the first candidate profiles presented within 10–14 days.

15. Counteroffer

An offer of a raise or promotion made by the current employer to a candidate who has given notice. A common reason for losing a job at the final stage; an experienced consultant manages the risk of a counteroffer from the very first interview.

16. Leadership Onboarding and Probationary Period

A structured onboarding process for the leader during the first 90–100 days is crucial to the success of the hire. The best agencies continue to support the client even after the hire, as this is the phase when hiring mistakes most often occur.

17. RPO (Recruitment Process Outsourcing)

Outsourcing all or part of the recruitment process to an external partner, billed on a subscription basis or per FTE. Cost-effective for large, ongoing recruitment volumes—unlike Executive Search, which focuses on individual strategic roles. Learn more: RPO solutions.

18. AI Talent Partner / AI Fractional Recruiter

Nowoczesne modele łączące Direct Search z automatyzacją AI, rozliczane abonamentowo (od 1 600 EUR/mc) lub projektowo (od 7 000 PLN/mc), bez prowizji od zatrudnienia. Opłacają się przy rekrutacji ciągłej (2+ ról rocznie), podczas gdy klasyczny Executive Search z fee 18–22% (FFS) sprawdza się przy pojedynczych stanowiskach C-suite. Poznaj modele: AI Talent Partner i AI Fractional Recruiter.

Najczęstsze pytania (FAQ)

What is the difference between Executive Search and Direct Search?
Executive Search dotyczy kadry C-suite i kluczowych liderów, jest w pełni proaktywny, poufny i doradczy, z fee 18–22% (w FFS; rynkowo 20–35%) rocznego wynagrodzenia. Direct Search obejmuje role menedżerskie i specjalistyczne niższego szczebla, z niższym fee (12–16% specjalista, 15–18% manager). Oba opierają się na docieraniu do kandydatów pasywnych, ale Executive Search dokłada warstwę strategicznego doradztwa i pełnej dyskrecji.
Is executive search the same thing as headhunting?
In practice, the terms are used interchangeably. “Headhunting” is a colloquial term that emphasizes the direct recruitment of a specific, identified individual. “Executive Search” is its structured, consultative form, used for top-level roles, and involves market analysis, a scorecard, and process management through to onboarding.
How much will executive search cost in Poland in 2026?
Standardowy fee to 20–35% rynkowo (w FFS: 18–22%) rocznego wynagrodzenia kandydata, przy minimum retainera ok. 10 000–15 000 PLN. Direct Search w FFS: 12–16% (specjalista) / 15–18% (manager). Alternatywą są modele bez prowizji: AI Fractional Recruiter od 1 600 EUR/mc (abonament) oraz AI Talent Partner od 7 000 PLN/mc (wycena projektowa), które są korzystniejsze przy rekrutacji ciągłej.
How long does the executive search process take?
Brief and kickoff: approx. 1 week. Sourcing: 2–4 weeks. Shortlist of 3–5 candidates: 6–8 weeks from the brief, with the first 2–3 profiles available in 10–14 days. Decision and offer: 1–3 weeks. On top of that, there is the candidate’s notice period, typically 1–3 months.
Why does Executive Search target passive candidates?
Since most top C-suite executives (estimated at ~70%) do not browse job postings. The most effective leaders are usually employed and thriving in their current roles. Reaching them requires proactive, confidential outreach initiated by a consultant—job postings, by definition, do not reach them.
What is a scorecard, and why does it matter?
A scorecard is a candidate evaluation tool based on measurable outcomes to be achieved within the first 12 months, rather than on a list of job duties. It standardizes the evaluation process across interviewers and significantly speeds up the decision-making process—a completed scorecard can shorten the recruitment process by as much as 40–60% compared to a process without established success criteria.

Do you need to strengthen your leadership team?

Executive Search, AI Talent Partner, and AI Fractional Recruiter — we tailor the model to your specific needs. Free, no-obligation consultation.

Schedule a consultation →

Źródło: Fast Forward Solutions (FFS) — butikowa agencja Executive Search, Polska. Materiał edukacyjny, zaktualizowano: sierpień 2026. Dane rynkowe mają charakter orientacyjny i mogą się różnić w zależności od branży i poziomu stanowiska. Wróć do Bazy Wiedzy FFS.