Executive Assistant / Project Coordinator
A small, highly specialized executive search firm is seeking a detail-oriented professional to support senior consultants and help manage the logistics of leadership searches. The firm operates with an entrepreneurial spirit and partners with organizations across North America and internationally to identify exceptional executive talent.
This position is ideal for someone who enjoys working behind the scenes to ensure complex processes run smoothly. The role involves balancing administrative coordination, project management, and business support responsibilities. Success in this position requires strong organization, initiative, and the ability to manage multiple priorities at once.
If you enjoy taking ownership of tasks, anticipating needs before they arise, and contributing to a collaborative professional team, this opportunity may be a great fit.
Position Overview
The Executive Assistant / Search Operations Coordinator plays an important role in supporting search consultants, maintaining organized candidate and client records, and helping facilitate both recruiting and business development activities.
This role focuses on three key areas:
Search Process Coordination
Help manage the logistics and communication required during active leadership searches, ensuring both clients and candidates receive timely and professional interactions.
Data and Process Organization
Maintain accurate and up-to-date information within the firm’s systems and internal documentation to ensure smooth collaboration across the team.
Business Development Support
Assist leadership with research, preparation, and follow-up related to new client opportunities and industry engagement.
Key Responsibilities
Search Operations
- Coordinate scheduling for interviews and meetings during active searches
- Arrange candidate travel and assist with expense coordination when required
- Help manage background check logistics and candidate documentation
- Ensure resumes and materials are properly formatted and distributed to clients
- Maintain accurate candidate information in the firm’s internal systems
- Assist the team with candidate pipeline tracking and reporting
- Support preparation of job postings, LinkedIn updates, and candidate documentation
Administrative & Communication Support
- Help monitor and organize communications for senior team members when requested
- Ensure important messages, requests, and follow-ups are handled in a timely manner
- Assist with presentation materials, search documentation, and internal reporting
Business Development & Research
- Conduct research on potential client organizations and industry targets
- Support preparation for meetings with prospective clients
- Identify industry insights, trends, and relevant information that can support marketing or outreach efforts
- Assist with preparing content for LinkedIn and other professional channels
- Help identify networking or conference opportunities for firm leaders
- Support preparation and follow-up related to industry events and speaking engagements
- Maintain organized records of executive contacts and help ensure regular outreach when appropriate
Ideal Background
- Strong attention to detail and commitment to accuracy
- Self-motivated with the ability to anticipate needs and take initiative
- Comfortable managing multiple projects simultaneously
- Prior experience (5+ years) in an administrative, coordination, or operational support role within a professional office environment
- Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint
- Experience with CRM systems, applicant tracking systems, or LinkedIn is beneficial
- Excellent written and verbal communication skills
- Strong organizational and time-management abilities