Executive Assistant (Project Coordinator)

The Executive Assistant/ Project Coordinator (PC) acts as a strategic partner to Consultant(s), managing and advancing all aspects of executive search and advisory engagements. This role serves as the central point of coordinationconnecting internal team members while balancing the expectations and needs of both clients and candidates.

The PC is closely involved in every phase of assignments and projects. Based on defined goals and timelines, the PC prioritizes tasks, adapts to changing needs, and ensures seamless execution of processes and communications.

Often serving as the first point of contact for clients and candidates, the PC represents the Consultant(s) and the firm with professionalism and discretion. In a fast-paced environment, the PC must be highly adaptable, proactive, and capable of real-time problem-solving.

Responsibilities for the Role Include, but Are Not Limited To:

Project Management

Manage and oversee the full lifecycle of assignments, ensuring milestones and deadlines remain on track

Proactively coordinate team efforts to move projects forward efficiently

Communicate key updates related to client expectations or candidate pipelines and adjust project plans as needed

Schedule all business-related meetings, calls, and interviews

Project Communication & Documentation

Manage and, when appropriate, own communications with clients and candidates

Create, edit, and format client-facing documents such as status updates, role specifications, and proposals, ensuring accuracy and alignment with expectations

Relationship Building & Management

Build and maintain strong relationships with internal team members, clients, prospects, and candidates to deliver exceptional service

Act as the primary external liaison between Consultant(s) and their clients and extended client teams (e.g., executive assistants, hiring managers, HR partners)

Serve as the internal point of contact with researchers, knowledge teams, office coordinators, and shared services

Partner with office coordinators to host clients and candidates, ensuring a seamless and professional experience

Managing Information, Data & Financials

Oversee financial aspects of engagements, including expense processing, client invoicing, and receivables tracking

Maintain accurate and confidential records within proprietary databases, including data entry and updates

Collaborate with shared services teams on data management and financial processes as needed

Business Development

Support Consultant(s) in business development efforts, including planning, content preparation, and outcome tracking

Actively assist in identifying opportunities and executing business development strategies

Candidate Profile

The ideal Project Coordinator is a proactive problem solver with strong judgment, attention to detail, and interpersonal skills. This individual can manage competing priorities, multitask effectively, and make sound decisions in a dynamic environment with multiple internal and external stakeholders.

Key Competencies and Experience Required:

Project Management & Attention to Detail

Ability to prioritize, manage, and balance multiple responsibilities efficiently and accurately

Problem Solving & Business Acumen

Ability to synthesize information quickly, anticipate challenges, and develop effective solutions

Relationship Building

Strong interpersonal skills with the ability to build rapport and engage individuals at all levels

Communication & Service Orientation

Clear, adaptable communicator who delivers high-quality service and tailors messaging to varied audiences

• A university degree from a respected institution is preferred. Strong proficiency in Microsoft Office, Excel, and PowerPoint is required.