Project Coordinator

Odgers • Full-time • Washington DC-Baltimore Area, US • $60,000 - $75,000 / year • 4d ago

Job Overview:

The Project Coordinator is based in Washington DC and will support the head of the US Associations and Corporate Affairs Practice. They will be the leader of multiple projects and administrative support to teams in all aspects of Executive Search. The Project Coordinator drives the search process through meticulous coordination, administrative finesse, and proactive support. The ideal candidate is proactive, organized, and capable of managing multiple tasks and changing priorities in a fast-paced environment, all the while ensuring seamless communication and follow-up with both internal teams and clients.

Key Responsibilities:

Meeting Coordination:

Coordinate BD meetings, client status meetings, and partner courtesy meetings.
Assist in scheduling partner + candidate calls, interviews, and reference check calls/meetings.
Manage Partner's calendar, schedule client search follow-up reminders.

Travel & Expense Management:

Manage search related travel arrangements
Manage candidate expense reimbursements
Support Partner in submitting personal expense reports

Client & Candidate Support:

Serve as the primary point of contact (POC) for client inquiries, requests, and status updates.
Respond to client and candidate inquiries, assist with education verification and other background checks, and ensure delivery of feedback surveys.
Work closely with the finance team to ensure accurate billing information and timely invoicing.
Order and send notes/gifts, food, and supplies for meetings/events as approved by the Partner.

Document Preparation & Data Management:

Coordinate the opening and closing of search assignments.
Prepare engagement letters, gather bios, and maintain candidate search content.
Generate templates for candidate reports and reference summaries, ensuring alignment with search criteria.
Manage status memos, scorecards, and other documentation in Salesforce, ensuring all details are accurate.
Uphold confidentiality standards across all communication and documentation platforms

Reporting:

Maintain and update Salesforce with partner meeting details and BD campaign tracking.
Maintain internal databases, including Salesforce and MIS (revenue tracking platform) with up to date and accurate data.

DC Office Support:

Monitors and restocks office supplies as needed
Greets and assists guests in the office
Coordinates set-up for in-office meetings (refreshments, room readiness, basic technology needs)
Manages relationship with the office water vendor, including scheduling deliveries and bottle pick-up
Collects, sorts, and distributes incoming mail; partners with the Executive Assistant to the CEO on time-sensitive or important documentation
Other ad hoc projects as assigned

Qualifications:

Proven experience in project coordination or executive support roles.
Ability to manage multiple projects with minimal supervision.
Strong interpersonal and communication skills, with a commitment to maintaining high standards in client and candidate interactions.
Proficient in Office 365, specifically PowerPoint and Excel.
Experience w/ Salesforce or other CRMs.