Project Coordinator with light administrative duties
Our client, a boutique specialized executive search firm, with a specialization in real estate is looking for a Project Coordinator with some administrative to support the Executive Search team. The ideal candidate will be a driven and detail-oriented professional who thrives in a dynamic, fast-paced environment.
Job Details:
COMPANY: Executive Search Firm
POSITION: Project Coordinator with light administrative duties
LOCATION: Office based in NYC / Fully Remote position
OFFICE REQUIREMENTS: 100% remote
HOURS: 8:30 AM – 5:30, with availability to check email off hours
COMP: $100-160k base plus benefits
DEGREE: Bachelor’s degree preferred
Responsibilities of the Project Coordinator with light administrative duties:
-Lead key stages of the search process by participating in the client kick-off meeting, status meetings and certain candidate discussions as well as delivering administrative end-to-end search support
-Ensure all documentation, including contracts, position briefs, status reports, candidate profile summaries, and reference reports are completed accurately and on time
-Take lead on candidate profile summaries, researching backgrounds and including summary details from candidate resumes and deal sheets
-Coordinate all internal and external meetings related to client engagements, including kick-off meetings, candidate interviews, references, and client/candidate meetings
-Manage complex calendars and travel arrangements
-Develop and proofread client deliverables such as proposals, master agreements, position descriptions, status reports, candidate reports, and reference reports
-Ensure all deliverables are packaged professionally and meet HRS’ high standards
-Manage multiple projects, stakeholders, and priorities simultaneously, ensuring tasks are completed accurately and on time
-Keep all files, documents, and activities organized per standard operating procedures
-Be mindful of time zones, workload, and competing priorities
-Leverage internal resources to effectively navigate projects and engagement deliverables
-Initiate and manage engagements from start to closure, ensuring accurate and timely updates to our internal platforms as well as client platforms
-Build and maintain strong relationships with clients and candidates throughout the search process
-Serve as a liaison between internal teams and external stakeholders to ensure client needs are met
-Provide clear, responsive communication with clients, candidates, and internal colleagues
-Facilitate professional exchanges that guide and support project progression
-Proactively support the team, anticipating their needs and driving progress on pivots, timelines, and deliverables
-Engage in and lead research on candidates as part of the team
-Engage in posting white papers and other material created by team members
-Use Company LinkedIn among other methods of outreach
-Take lead role with finalist candidate reference checks with Company provider
-Coordinate with client and candidates to ensure efficiency without prompting by team
-Check in on work email 24/7; on call for emergencies on occasion
-Role requires a deep commitment to the Company’s success, its clients and the successful business outcomes that result from our work
-Administrative support (calendaring, Zooms etc) and occasional light Personal Assistant duties
Requirements of the Project Coordinator with light administrative duties:
-Bachelor’s degree or equivalent professional experience
-3-5+ years of experience in project management or a related role with equivalent responsibilities, ideally supporting executive-level professionals with demanding client bases
-Administrative experience working with individuals at the senior management level in a client-driven business
-Technological proficiency with of Microsoft Office (MS Word, Outlook, Excel, PowerPoint) as well as comfort with databases, virtual video conference systems and adopting new technology fluency as we add more systems
-Experience working with Salesforce-like databases and keeping information on people, scheduling, compensation and search process status up to date, thorough and well organized
-Commitment to contributing to a strong team culture to ensure success and building relationships with internal colleagues and external clients
-Proven ability to meet multiple and/or unexpected deadlines in a fast-paced environment with a demand for quick turnarounds
-Experience resolving blockers independently, and ability to work with minimal supervision and direction
-Verification of identity, education, prior employment, and references may be required