Project Coordinator & Executive Assistant

About the job

Position Title: Project Coordinator & Executive Assistant

Location: Remote/Flexible; San Francisco & West Coast Preferred

What We’re Looking For:

As a Project Coordinator & Executive Assistant, you will work as a client-facing team member on executive search projects alongside various other Partners and team members across our client portfolio. Our project teams are distributed throughout our UK and US offices and you will work with internal team members and clients across all locations. Our clients are global, therefore, working across multiple time zones with international stakeholders, deadlines, and fast-changing priorities will be a main priority.

This role is a critical member of the organization and serves as an internal “quarterback” for the search team.

Project Coordinator Responsibilities:

• Liaise between clients and candidates to set up meetings, internationally and locally, as required
• Manage all travel and logistics to facilitate these meetings
• Manage multiple calendars – both internally and externally
• Keep up to date on project progress; actively anticipate next steps and following up to make sure they are completed for each project / candidate
• Prepare and check all client documentation to ensure that documents are sent out complete, up to date and on time – be a champion for best practices
• Assist in managing all communications with clients and candidates as needed
• Maintain database and ensure the quality of the data remains high
• Manage the start-up and close-down of each individual project; ensuring coding and the databases are updated and marketing activities are complete. This is an essential task to collect data, client/candidate feedback and knowledge management
• Flag up any issues to the project team immediately and act as a ‘solutions person’ where possible
• Special projects – you may be allocated short term ‘Special projects’. These could include involvement in marketing/branding; integration projects, etc.

Executive Assistant Responsibilities:

• Manage the Partner’s schedule to ensure that they meet their client, BD and internal objectives
• Manage all communication with clients and other team members – inbound/outbound
• Look after any travel arrangements; domestic and international
• Process expenses in a timely fashion and proactively chase up missing receipts/data
• Produce BD materials and keep all relevant records up to date
• Manage all database and technology data input

What You’ll Bring:

• 3+ years of experience in a Project Coordinator or Executive Assistant role with experience managing multiple calendars and action items across a fast-paced and dynamic environment
• Strong communication skills externally: dealing with Senior Executive level clients and candidates face to face, on the phone and over email
• Strong communication skills internally: actively sharing and reporting project progress to the internal project team, particularly with remote working where in-person interaction is less frequent
• Organization: being well organized and prepared for any updates (typically internal) by anticipating the needs of others. Exceptional diary, logistics, travel & expense management skills
• Anticipate: anticipating the needs of the team by coming prepared and thinking ahead
• Result Orientation: (1) demonstrating a sense of urgency/drive and giving confidence that deadlines will be met. (2) Taking ownership and meeting deadlines. (3) Responding to changes in a situation and competing demands in a positive and professional manner. (4) Solving problems
• Learning: demonstrates an ability to learn and adapt when things go wrong and mistakes occur
• “Client First”: displaying an attitude that a “happy client” is our first priority
• An ability to multi-task
• An eye for detail and a systematic approach to tasks – not forgetting outstanding action items on other projects having switched to a higher priority activity
• Collaborative team member