Senior Project Coordinator and Executive Assistant

Job Description

Job Description

Our client is a boutique executive search firm known for delivering a highly personalized, high-touch experience to clients and candidates. With an entrepreneurial and collaborative culture, the firm partners with organizations to identify exceptional leadership talent across North America and internationally.

This is an opportunity to work alongside experienced senior leaders in a fast-paced, professional environment where initiative is valued, contributions are visible, and every team member plays an important role in the firm's continued success and growth.

Are you a proactive problem solver who enjoys finding creative ways to deliver on your commitments? Do you thrive in a dynamic environment where you're balancing a variety of day-to-day responsibilities while keeping multiple projects moving forward?

Once you understand what's expected, are you energized by taking ownership and independently getting it done? Are you someone who anticipates what needs to happen next, catches details others may miss, and follows through without needing reminders?

If you enjoy working in a collaborative, high-performance environment, serving as a trusted right hand to senior leaders, improving processes, and helping a team operate more efficiently, this could be the role for you.

The Senior Project Coordinator and Executive Assistant is an integral member of the team, with three primary areas of responsibility:

1. Drive the efficiency of their recruiting process and demonstrate responsiveness-an important part of their brand- by serving as a key point of coordination with clients and candidates throughout the search process.
2. Improve the efficiency and effectiveness of our candidate and client management processes, ensuring relevant information is accurately captured in their systems and files in a timely manner and that important details and follow-ups don't fall through the cracks.
3. Proactively support firm leaders and their teams by keeping priorities, communications, projects, and business development activities organized and moving forward.

• Coordinate recruiting processes across multiple searches simultaneously, including scheduling candidate interviews, booking travel, managing candidate expense reports and background checks, and ensuring resumes and other materials are provided to clients in advance of interviews.
• Maintain real-time, accurate candidate information within company systems and databases.
• Collaborate with recruiting teams to prepare candidate pipeline reports, job postings, LinkedIn posts, resumes, job descriptions, and other client-facing materials.
• Monitor leaders' communications as requested to help ensure timely responses and follow-up through email, LinkedIn, and other channels.
• Track open items and deadlines through completion, proactively following up with team members, candidates, clients, and other stakeholders when necessary.
• Anticipate next steps, identify potential gaps or delays, and take action before they become problems.
• Look for opportunities to improve processes, organization, and overall team efficiency.

• Support leaders in preparing for business development meetings, including gathering relevant company, executive, industry, and background information as needed.
• Proactively research trends and insights relevant to the firm's practice areas and collaborate with the team to translate them into marketing materials, LinkedIn posts, and other content.
• Identify relevant networking opportunities and support leaders with registration, preparation, and follow-up for industry conferences, speaking engagements, and other events.
• Maintain awareness of executives and relationships within the firm's network to help ensure contacts and follow-ups occur in a timely and consistent manner.
• Assist with tracking business development activities, meetings, and follow-ups to help keep opportunities moving forward.
• Provide project and administrative support to senior leaders as priorities and needs arise.

• Highly detail-oriented and persistent about ensuring commitments are fulfilled and details are handled accurately