Project Coordinator (EA)

Position Summary

The Project Coordinator plays a critical role in supporting consultants and ensuring that executive search and leadership advisory projects are executed efficiently and with precision. Acting as the central point of coordination, this role involves managing all stages of the project life cycle—balancing multiple priorities, maintaining communication with clients and candidates, and ensuring deliverables are met on time and at the highest quality.

This position requires excellent organizational, communication, and problem-solving skills, as the Project Coordinator serves as both a strategic partner and a liaison between consultants, clients, and internal teams. The ideal candidate is proactive, detail-oriented, and capable of thriving in a fast-paced environment where priorities can shift quickly.

Key Responsibilities:

Project Management

• Oversee and manage all stages of client assignments, ensuring projects stay on track and meet established timelines.
• Anticipate and communicate critical updates related to client expectations, candidate progress, or project status.
• Schedule meetings, interviews, and calls while maintaining a high level of accuracy and professionalism.
• Ensure all administrative and logistical tasks are completed efficiently to support project success.

Communication and Documentation

• Prepare, edit, and format client-facing documents such as status reports, proposals, and job descriptions.
• Serve as the primary contact for clients and candidates when consultants are unavailable, ensuring seamless communication.
• Maintain clear and consistent documentation across all engagements.

Relationship Management

• Build strong relationships with clients, candidates, consultants, and internal support teams.
• Act as the main liaison among stakeholders to ensure smooth coordination of all project elements.
• Provide hospitality and coordination support for in-office client or candidate visits, ensuring a professional experience.

Data and Financial Management

• Support billing and expense processes, including invoice preparation and tracking payments.
• Maintain accurate and confidential data in internal systems and databases.
• Partner with finance and shared services teams to ensure proper documentation and compliance.

Business Development Support

• Assist consultants in developing and executing business development plans, including scheduling, tracking progress, and preparing materials.
• Contribute to proposals, presentations, and other client engagement initiatives.

Candidate Profile

The ideal candidate is a proactive, adaptable professional who demonstrates strong business judgment, attention to detail, and interpersonal effectiveness. They can manage multiple priorities simultaneously, solve problems efficiently, and communicate clearly with individuals at all organizational levels.

Key Competencies:

• Excellent project management and organizational skills.
• Strong problem-solving abilities with a proactive mindset.
• Exceptional communication and relationship-building skills.
• High attention to detail and accuracy in documentation and execution.
• Service-oriented attitude with a commitment to quality and teamwork.

Qualifications:

• Bachelor’s degree preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Previous experience in project coordination, professional services, or client-facing environments is highly valued.