Engagement Coordinator and Office Administrator

True Platform • Boston, MA

10d • Hybrid

About The Position

The Engagement Coordinator (EC)/Office Administrator (OA) at True Search will act as a vital team member supporting Partners and Principals in search execution in office. They are indispensable and integral, ensuring clients and candidates receive a consistent white glove experience. Over the course of a search, an effective EC/OA will function similar to a project manager owning our client/ candidate journey from start to finish. An EC/OA will be accountable for managing scheduling, interfacing with C-suite executives both internal and external, travel coordination, document creation, database maintenance, and expense reporting. The EC/OA will spend 3 days a week onsite at our office location, serving as the OA and be responsible for the day to day office management, along with administrative support to the HR function as needed.

Requirements

• Flexible- able to adjust at a moment’s notice, adapt and prioritize to changing environments
• Organized- process driven, obsessed with the details and accuracy- getting it right the first time
• Problem Solver- entrepreneurial thinker, proactively finding solutions to overcome obstacles both simple and sophisticated
• Professional- excellent interpersonal skills, orally and in writing; confident and self-aware
• Business Acumen- understands the big picture; knowledge and curiosity about operations and strategy, comprehensive understanding of evolving business needs

Nice To Haves

• Undergraduate degree preferred
• Minimum of 3 years experience supporting partners/senior level executives in an executive search firm, professional services firm, or similar type of role
• Proficient skills using Apple and G-Suite
• Consistent record of handling numerous projects and competing demands with quick timelines and daily/weekly deliverables

Responsibilities

• Owns the search calendar, prioritizes appointments and works directly with partners, clients, and candidates to define the search schedule
• Supports Partners scheduling, tracking and management of all BD
• Maintains Thrive database of all search-related candidate and client information
• Coordinates travel for partners and candidates - both domestic and international
• Processes expense reporting for partners and candidates
• Serves as point person for employees visiting the office and greets guests upon arrival, typical schedule is 9am to 5pm but remains flexible
• Liaison for administrative vendors including security, parking, cleaning, catering, and technology
• Organize office events including luncheons, training/information sessions, volunteer events, holiday parties, happy hours and office off-sites which may include oversight and management outside of office hours
• Assists with building projects, renovations and/or handling office moves; inventory management
• Runs conference room schedule, office hoteling
• Tracks and manages office related expenses, food, and office supplies
• Manage incoming and outgoing mail/packages for internal and external stakeholders as needed
• Ensure new hires receive the local office guide and details in advance of their first day

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree