Project Coordinator, Executive Search (West Coast)

Korn Ferry

3d•Onsite

About The Position

The Project Coordinator (PC) is an integral part of the executive search team and is a key driver of the search process. This position supports one or two Senior Client Partners (SCP) depending on fee revenues, and works interactively with other principals, senior associates, associates and other PCs in the local office as well as other KFI offices, both domestic and international. The primary role of the Project Coordinator is to manage the quality execution of search engagements and support the entire team on each engagement. This position requires extensive personal interaction with all team members as well as interaction with C-level candidates and clients.

Requirements

Ability to engage with individuals and understand, evaluate and articulate motivations and organizational dynamics.
Client-centric and willing and able to establish, build and sustain client relationships.
Possess a “can do” attitude and insight into client needs while maintaining focus on achieving exceptionally high quality and detailed results in a fast-paced environment.
Collaborative, supportive, trustworthy and generous team-player, who learns quickly, is intellectually hungry and curious.
Outstanding oral and written communication skills.
The willingness and drive to manage a demanding workload, balance multiple tasks and priorities and meet aggressive project goals in a timely fashion.
Experience working successfully within an integrated, team-oriented environment.
Personal maturity and business acumen that leads to confident and rational decision making.
Strong presentation skills and in-command demeanor consistent with a top-tier professional services environment.
Extremely organized with detailed project planning and attention to detail.
Expert level experience with Word, Excel, and PowerPoint.
Ability to generate high volume of documents with ease.
Experience with travel arrangements both domestic and international.
Experience with daily interaction with clients and high-level, C-Suite executives.
Ability to work independently with minimal supervision.
Flexible and willingness to prioritize and move quickly from one project to another.

Nice To Haves

Experience with Salesforce
Experience with PSA
Experience with Searcher Express
Experience with Searcher

Responsibilities

Serve as administrative point of contact to maintain business relationships between the consultant/partner and key clients; must be exceptionally comfortable working with senior executives, exhibiting the appropriate level of discretion and sensitivity on high level candidates and clients.
Maintain daily schedule including internal meetings, conference calls involving multiple time zones, setting video conferences, and client meetings with keen attention to detail and seamless efficiency.
Candidate Research/Support; Candidate Scheduling; Background checks; References checks; Benchmarking reports.
Coordinate travel schedule, both domestic and international.
Support other team members as required, providing timely answers to requests.
Draft letters of engagement and candidate reports; provide proofreading support to team members on business development pitches and client reports.
Prepare and submit monthly accurate expense report and reconcile AMEX statements.
Shares workflow with other EAs on this team.
Other duties as assigned.
Creating/editing pitch materials (PowerPoint presentations, experience lists from Searcher, bound booklets, etc.).
Light research on company executive backgrounds.
Update Searcher Express database for all BD activity as directed by SCP.
Update Salesforce for all BD activity as directed by SCP.
Provide a “thought partner” mentality to assist the SCP with business development efforts and other business initiatives.
Proactive management of the search process for each assignment currently engaged where assigned Partner / Principal is the Engagement Manager.
Creating/updating all documentation relating to the assignment such as engagement letters, position specifications, status reports, candidate reports, candidate reference reports, search assessment reports, and billing invoices. This will include collecting/organizing data, typing, formatting, proofing and delivery.
Open/Close search engagements within Salesforce, PSA, and Searcher.
Act as main point of contact for client(s) and their administrative staff. This will include setting up an open line of communication at the beginning of a search through the closure of the search.
Coordinate weekly status calls with clients.
Coordinate all interviews between Senior Client Partner(s) / search team and candidate(s). This will include in-person and virtual sessions.
Collaborate with researcher / associate / senior associate and prepare, in advance, weekly status reports (as needed) and distribute to participants 24 hours in advance of the weekly status calls.
Maintain accurate and timely updates to Searcher with all documentation, notes, and candidate appointments.
Proactive interaction with active candidates for each assignment currently engaged.
KF resume preparation, education verification, and background investigations.
Scheduling interviews, including travel, lodging, and ground transportation.
Preparing reimbursement requests for candidate expenses.
Maintaining accurate records within Searcher on each candidate to ensure database integrity and to keep candidate “off-limits” while engaged.
Sending client contact(s) the KF4D Unique Client Profile and create the benchmark for the KF4D candidate assessment.
Sending each candidate Search Assessment, generating their reports and obtaining Search Assessment Manager’s summary for appropriate candidates.
Populate and maintain timely Searcher updates with relevant documents for Power Metrics.
Maintain business calendar(s), coordinate SCP and/or Principal travel (both domestic and international).
Maintain search activity log for SCP and meet weekly (including the Senior Associate) to discuss status of each search and upcoming deliverables.
Reconcile monthly AMEX statements with expense reimbursements.
Monitor accounts receivable aging report (B&C) on a weekly basis and address outstanding payments with revenue manager and client.
Maintain all PSA accounting functions, including opening/closing engagements, as well as managing approval of monthly invoices related to each search engagement.
Maintain collection overview and keep Partner(s) updated on collection issues and efforts.
Support other PCs as needed.