We get it! You’re running a not-for-profit or small to medium-sized business in Canada, and between wearing 47 hats, trying to remember what lunch is, and decoding your accountant’s emails, hiring an executive probably feels like climbing Everest in a snowstorm—blindfolded.
Executive hires are not simply about filling a role. These individuals become trusted advisors, drivers of culture, and key contributors to your organization’s long-term success. In other words: take your time and do it right. Not slow out of indecision—but deliberate, focused, and process-driven. Here’s how to approach executive hiring with clarity and confidence, and the tools that will support smart, successful outcomes.
1. First, Know What You’re Looking For
Before launching a search or reaching out to your network, take a step back. Ask:
What does our business need in an executive leader right now, and 10 years from now?
Whether you need a growth-oriented strategist, a steady operational leader, or a values-driven culture builder, clarity is critical. Define the must-have capabilities and be honest about non-negotiables. Tailor your expectations to your current business stage, and make sure to include your long-term aspirations. After all, you want your business to be setup for success well into the future.
2. Use Proven Interview Tools
We’ve seen the following tools successfully implemented in Canadian businesses of all sizes, from 10-person teams to national organizations.
A. Behavioral Interview Guides
Why? Because you don’t want to hire the candidate who sounds great—you want the one who’s been great, consistently.
Structured, competency-based interviews allow you to assess how a candidate has handled challenges in the past—providing insight beyond surface-level impressions.
At Essence we use tools such as:
Everything DISC, a wiley brand https://www.everythingdisc.com/
It assesses behavioral styles by measuring four key traits:
D – Dominance (how people handle problems)
I – Influence (how they interact with others)
S – Steadiness (how they respond to pace/change)
C – Conscientiousness (how they approach rules and structure)
How is it used?
- To understand how a candidate might behave in a specific work environment.
- To assess cultural fit within a team or company.
- To predict how a person communicates, leads, or collaborates.
Outcomes for Recruitment
- Role alignment: Match personality traits to job demands (e.g., high D for leadership; high C for compliance-heavy roles).
- Team dynamics: Build well-rounded teams with complementary styles.
- Improved onboarding: Tailor training and management approaches based on DISC profiles.
KOLBE Index measures conative strengths, which relate to instinctive ways of doing things—how people take action, not what they know (IQ) or how they feel (personality).
Kolbe A Index breaks down action modes into:
- Fact Finder (ways of gathering and sharing information)
- Follow Thru (ways of organizing)
- Quick Start (ways of dealing with risk/uncertainty)
- Implementor (ways of handling space and tangibles)
How is it used?
- To predict how a candidate will initiate problem-solving or tackle a role.
- In roles requiring specific conative strengths (e.g., high Follow Thru in operations).
- In team-building to balance instinctive working styles.
Outcomes for Recruitment
- Natural fit: Identify candidates whose instincts align with job tasks.
- Reduced turnover: Hire people who will naturally thrive in the way the job operates.
- Increased productivity: People work in ways that match their instinctive strengths.
*Interesting Fact – Essence Recruitment CEO, Tracy Arno is a KOLBE Certified Consultant *
B. Scenario and Value Based Questions
You want to see them in action. Make them sweat (respectfully, of course). During the interview process you want to ensure you are directing the questions to ensure they can be successful with the roles responsibilities within your environment.
Design a realistic scenario based on a challenge in your organization. Ask candidates how they would approach it. Focus on their thought process, not just their conclusions.
This method provides a valuable preview of not only their direct experience but their strategic thinking, and working style.
Fit and Culture – Add value based questions, career alignment and transition questions to better understand the person not just what they can do and to ensure they are a fit for your company culture.
C. Panel Interviews with Targeted Focus
Gather you’re A-Team. Bring together a small, diverse group (ideally no more than three participants) to evaluate the candidate from multiple angles—culture fit, strategic alignment, and leadership style.
Including a range of perspectives, including junior team members, can offer unexpected and valuable insights.
D. Reference Checks that Go Deeper
Instead of confirming only surface-level details, ask questions that yield meaningful feedback:
- “What leadership blind spots did you observe?”
- “Would you rehire this person? Why or why not?”
And yes, go beyond the references the candidate provides, if possible, to gather a more complete picture. Dig for real insights. You’re running a nationwide business, not a summer camp.
Final Thoughts: Take Your Time, Move With Intention
Did You Know? The average time to hire an executive role is about 4-6 months on average for a candidate to go from applying to securing employment in an executive role.
Hiring slow does not mean moving aimlessly. It means investing in a clear, effective process that allows you to make confident, informed decisions. You’re not just hiring an executive—you’re choosing a key partner in your business’s growth and resilience. (Maybe even someone who likes meetings. Wild.)
So, go slow. Be smart. Use the tools. And make a hire that makes you fist-pump in your sleep.
If you’re a not-for-profit or small to medium-sized business in Canada and you’re feeling overwhelmed—don’t be a stranger. At Essence Recruitment, we specialize in recruitment across Canada and offer tailored strategies that align with your business goals. Let’s build leadership teams that move your organization forward—with clarity, confidence, and expertise. Coast to coast, startup to scaling—we’ve got you. Contact us via email at info@essencerecruitment.ca or call us at 306-652-5232 (Saskatoon) / 587-601-0523 www.essencerecruitment.ca
