Description

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 coordination-connecting 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.