Executive Assistant/Project Coordinator Specialist

2 weeks ago

Calgary, Alberta, Canada Odgers Berndtson Full time

At Odgers Berndtson, we're seeking a highly skilled Executive Assistant/Project Coordinator to join our team in Calgary, Alberta.

Company Overview

We're a global leader in executive search, committed to providing an integrated approach to talent management. Our team identifies, assesses, and supports compelling leaders who make strong candidates for leadership teams that significantly impact businesses and communities.

Job Description

This role is responsible for managing the reception desk, providing general office services support, and supporting the delivery of project outcomes. As a successful candidate, you'll demonstrate excellent attention to detail, timely execution of responsibilities, and experience supporting senior management in a professional services or executive search firm.

Duties:

  • Conduct research and compile data to prepare, coordinate, format, and standardize documents for consideration by partners regarding business development and search delivery.
  • Create and maintain accurate hard and soft files and records of ongoing business development and search assignments.
  • Maintain and manage partner calendars (schedule and update).
  • Fulfill partner business requirements/requests in a timely and successful manner, including business travel arrangements.
  • Analyze and handle incoming/outgoing correspondence in a professional and efficient manner.
  • Track expenses for partners and submit using the accounting platform for approval.
  • Develop a strong understanding of and ability to use the Salesforce database to capture project-related activities.
  • Assist in daily follow-up of correspondence as required.
  • Arrange and serve client and candidate food and beverage requirements.
  • Support in planning, organizing, and hosting office/social events.
  • Juggle reception duties when required.
  • Prepare agendas and arrange and participate in timely team meetings for each assignment from search preparation and research through to progress updates to the project close meetings.
  • Perform all duties required by members of the project team(s) to assist in the effective operations of search projects and general industry vertical administration.
  • Liaise between partners and the project team/client and candidates, arrange client/candidate interviews, and foster positive client/candidate relations to create trust and confidence.
  • Be aware of each search's status at all times to act as an informed backup in communicating project progress to firm members, client contacts, and candidates.
  • Ensure prompt follow-through during an assignment, ensuring that partners keep clients and candidates up to date on status, and at the end of the project, ensure that all candidates have been properly turned off by the partner, thank-you letters have been sent to sources, references, and clients, and gifts (if appropriate) have been sent to placed candidates.
  • Close projects in a timely manner – all files and the database are up to date.
  • Offer creative ideas to further streamline search and/or administrative practices.
  • Participate in internal project review sessions.
  • Attend and participate in Delivery Team meetings; contribute to a team environment.

Salary: $64,002 per year

Benefits

We offer eligible employees discretionary bonuses and/or salary increases in accordance with company policy, dental insurance, disability insurance, and extended medical insurance.

Required Skills and Qualifications

To be successful in this role, you'll need a completion of secondary school, university graduate, 1+ years' experience with global executive search firms, experience in a related executive assistant or administrative role, proficiency in Microsoft Office, strong organizational and project management abilities, and strong interpersonal, communication, and written skills.

We Value Diversity, Equity, and Inclusion

We encourage applicants from all equity-deserving groups. If you're interested in becoming a valued member of our team, please apply in confidence. We thank all applicants but regret that we can only personally contact those individuals whose backgrounds best match the requirements for the role.

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