Senior Project Coordinator and Executive Assistant

About the role

Our client is a boutique executive search firm known for delivering a highly personalized, high-touch experience to clients and candidates. With an entrepreneurial and collaborative culture, the firm partners with organizations to identify exceptional leadership talent across North America and internationally. This is an opportunity to work alongside experienced senior leaders in a fast-paced, professional environment where initiative is valued, contributions are visible, and every team member plays an important role in the firm's continued success and growth. The Senior Project Coordinator and Executive Assistant role seeks a proactive problem solver who enjoys finding creative ways to deliver on commitments, thrives in a dynamic environment balancing varied day-to-day responsibilities while keeping multiple projects moving forward, takes ownership independently, anticipates needs, catches details others may miss, and follows through without reminders. If you enjoy working in a collaborative, high-performance environment, serving as a trusted right hand to senior leaders, improving processes, and helping a team operate more efficiently, this could be the role for you.

Responsibilities

• Coordinate recruiting processes across multiple searches simultaneously, including scheduling candidate interviews, booking travel, managing candidate expense reports and background checks, and ensuring resumes and other materials are provided to clients in advance of interviews
• Maintain real-time, accurate candidate information within company systems and databases
• Collaborate with recruiting teams to prepare candidate pipeline reports, job postings, LinkedIn posts, resumes, job descriptions, and other client-facing materials
• Monitor leaders' communications as requested to help ensure timely responses and follow-up through email, LinkedIn, and other channels
• Track open items and deadlines through completion, proactively following up with team members, candidates, clients, and other stakeholders when necessary
• Anticipate next steps, identify potential gaps or delays, and take action before they become problems.
• Look for opportunities to improve processes, organization, and overall team efficiency
• Support leaders in preparing for business development meetings, including gathering relevant company, executive, industry, and background information as needed.
• Proactively research trends and insights relevant to the firm's practice areas and collaborate with the team to translate them into marketing materials, LinkedIn posts, and other content.
• Identify relevant networking opportunities and support leaders with registration, preparation, and follow-up for industry conferences, speaking engagements, and other events
• Maintain awareness of executives and relationships within the firm's network to help ensure contacts and follow-ups occur in a timely and consistent manner.
• Assist with tracking business development activities, meetings, and follow-ups to help keep opportunities moving forward.
• Provide project and administrative support to senior leaders as priorities and needs arise.

Requirements and Qualifications

• Highly detail-oriented and persistent about ensuring commitments are fulfilled and details are handled accurately.
• Proactive and self-directed, with the confidence to anticipate needs, keep leaders organized and on track, and respectfully drive follow-up when needed.
• Strong sense of urgency and exceptional follow-through; takes ownership of assignments from beginning to end and closes the loop without requiring significant oversight.
• Comfortable working with highly driven senior leaders who maintain high standards for accuracy, responsiveness, organization, and execution.
• Able to manage multiple searches, projects, deadlines, and competing priorities simultaneously while determining what requires immediate attention.
• Resourceful and solutions-oriented; when presented with a problem, enjoys figuring out how to solve it rather than waiting for step-by-step direction.
• Strong written and verbal communication skills, including excellent proofreading skills and attention to presentation and formatting.
• Excellent judgment and discretion when handling confidential candidate, client, and business information.
• 5+ years of professional experience in an administrative, project coordination, recruiting support, operations, or similar role within a dynamic work environment.
• Experience within staffing, executive search, recruiting, professional