Project Coordinator

Randstad CanadaToronto, Ontario, CA

16 days ago

Salary

CA$85,000.00–CA$95,000.00 yearly

Job type

Permanent

Quick Apply

Job description

Are you a dynamic and detail-oriented Project Coordinator with extensive administrative experience? Are you ready to support top-tier partners in a fast-paced environment? Our client is looking for a professional Project Coordinator to be an integral part of their Executive Search practice. You'll play a crucial role in ensuring seamless operations, enhancing client relationships, and contributing to the firm's success.

The ideal candidate will be adept at following structure processes, staying organized, and being responsive and flexible in the role. Attention to detail, time management, and multitasking are crucial for success in this position. You must be able to execute at a very high standard through a high volume of complex projects.

If you thrive in a collaborative yet independent setting and possess a proactive mindset with a passion for client service, we encourage you to apply!

Advantages

What's in it for YOU :

85,000 - $95,000 annual salary (based on experience)
Bonus potential
Competitive benefits package
3 Weeks vacation
10 Sick days
RRSP contribution, Stock Purchase Plan
Monday-Friday 9 : 00am-5 : 00pm, flexible and hybrid structure (2-3 days in office)
TTC friendly location - downtown Toronto

Responsibilities

What YOU will be doing as the Project Coordinator :

This role will support a minimum of one Partner in the Executive Search practice with project coordination, administrative support, business development, and engagement related activities. With regularly shifting priorities, the incumbent must be adaptable and flexible and have a strong sense of urgency. Due to the nature of the business, an attention to detail and a high level of accuracy is required in this role. As a professional services firm, a client service orientation, maturity, and a calm, composed demeanor is a must.

Project Coordination - Biggest Component

Support the partner in the management of engagement work by ensuring information flow to / from clients, prospective clients, candidates, and between consultants by establishing and administering basic workflow

Maintain engagements using their financial management system, which includes inputting information as per client contracts and managing client invoicing

Managing the candidate and client experience through scheduling interviews and other meetings between candidates and clients

Document Production

Compose documents with a high level of accuracy using appropriate grammar, composition and speed, often under tight deadlines

Produce PowerPoint presentations, proposals, status reports, marquee account plans, candidate assessments and documents including graphic and tabular exhibits; collate and bind presentation materials

Prepare candidate profiles and related materials for clients in advance of scheduled client / candidate interviews, in-house or off-site

Logistics Management (Travel & Expenses)

Coordinate travel arrangements for consultants using the firm’s external travel agency while ensuring standard travel preferences are respected, options presented as appropriate, and the firm’s travel policy is followed

Coordinate domestic and international engagement-related candidate travel arrangements

Review and verify accuracy of candidate and partner expense submissions prior to approval, processing and reimbursement

Coordinate with Office Manager and other Project Coordinators for all expected visitors to greet guests and ensure ensuring meeting room space is available

Inform other offices in advance of consultant visits to obtain security clearance (as required) and to reserve office and / or meeting room space

Administrative Support

Collaborate with peers and other colleagues to support the broader team; assist with standard administrative duties, such as preparing and proofreading documents and researching information

Provide back-up support to other Project Coordinators during absences and busy periods

Manage the Partners’ calendars using Outlook to schedule external and internal meetings across multiple time zones and respond to queries on availability, ensuring that the time is used effectively

Provide consultants with necessary briefing / preparatory material prior to meetings, interviews and travel

Data Management

Manage electronic filing systems

Maintain and update consultants’ business development activities, tasks and contacts in Salesforce

Maintain and update information in client's database, ensuring contact notes and documents are included in the record and ‘Searchflow’ information is updated in accordance with engagement activity

Assisting consultants in tracking various business performance metrics through the consultants’ performance dashboards and reports

Qualifications

What YOU bring to the table :

Minimum of 5 years of project coordination / administrative / executive assistant experience, ideally working with one or more senior executives

Prior experience in Executive Search, Consulting, or a broader Professional Services firm is preferred

Superb English writing and grammar skills

Excellent PowerPoint skills; High proficiency in Outlook, PowerPoint, Word, Teams, Adobe, and Zoom

Experience managing multiple and concurrent responsibilities and establishing and acting against relative priorities, independently but within prescribed guidelines

Familiar with time zones and planning travel itineraries

Experience with meeting planning and event coordination

General understanding of accounting & finance cycles within a corporate, publicly traded company

Summary

If you meet all or most of the above-listed criteria, register for a Randstad account online if you have not yet registered, and please apply directly online. We appreciate all applicants and those interested in this opportunity, however only those with relevant experience will be considered.

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary / gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to [email protected] to ensure their ability to fully participate in the interview process.