Executive Assistant / Project Coordinator (Human Resources, Executive Search)
JonDavidson
Contract
On-site
Singapore
Business & Finance
This position is with a global MNC in the Executive Search and Human Resources Industries.
The Project Coordinator (PC) serves as the strategic partner to HR Executive Search Consultant(s) by driving all aspects of an engagement forward, with a key focus on completing high-quality search and advisory work. In essence, the PC plays a critical role as “the glue” that connects and coordinates the activities of the internal team while balancing the needs and expectations of clients and candidates. The PC is deeply involved in all aspects of assignments and projects. Based on the strategic goals and timeline for each project, the PC will prioritize, adapt, manage and seamlessly execute all related processes and communications. The PC is often the firm’s first point of contact with clients and candidate, representing both the company brand and that of the Consultant’s, who the PC will represent they are not immediately available. In our fast-paced environment, the PC must also be able to quickly pivot, proactively adjust and problem solve in real-time.
Responsibilities:
Project Management
Candidate Profile:
The PC should be a proactive problem solver with strong business judgement, detail orientation and interpersonal skills. The ideal candidate can prioritize, organize, multi-task and make sound decisions in a fast-paced environment with multiple internal and external stakeholders. Key competencies and experiences required for this role include:
The Project Coordinator (PC) serves as the strategic partner to HR Executive Search Consultant(s) by driving all aspects of an engagement forward, with a key focus on completing high-quality search and advisory work. In essence, the PC plays a critical role as “the glue” that connects and coordinates the activities of the internal team while balancing the needs and expectations of clients and candidates. The PC is deeply involved in all aspects of assignments and projects. Based on the strategic goals and timeline for each project, the PC will prioritize, adapt, manage and seamlessly execute all related processes and communications. The PC is often the firm’s first point of contact with clients and candidate, representing both the company brand and that of the Consultant’s, who the PC will represent they are not immediately available. In our fast-paced environment, the PC must also be able to quickly pivot, proactively adjust and problem solve in real-time.
Responsibilities:
Project Management
- Oversee the process for each HR Executive Search assignment and keep every step of the process on track.
- Proactively manage the team’s efforts to ensure they are moving the assignment/project forward.
- Inform the team of any critical updates related to client expectations or candidate pipeline; adjust the project plan accordingly and conduct triage (if needed).
- Schedule all business-related meetings, calls and interviews.
- Manage and own (where appropriate) communication with clients and candidates.
- Create, edit and format all client-facing documents (e.g. status memos, job specifications, business development proposals, etc.) to ensure all information is accurate and meets the client and Consultant expectations.
- Maintain excellent relationships with firm members, clients, prospects, and candidates to achieve highest levels of customer service.
- Serve as the external liaison between the Consultant(s) and their clients and their extended team (e.g. Executive Assistants, Hiring Manager, Human Resources).
- Serve as the internal liaison with all team members including Researchers, Knowledge, Office Coordinators and Shared Services.
- In partnership with Office Coordinators, host clients and candidates in the local office and act as their point of contact to create a seamless experience.
- Manage the financial aspects of the billing process, including expense report processing, client invoicing and tracking receivables.
- Update and maintain the integrity of the company confidential and proprietary database, involving data entry activity.
- Partner with shared services, where required, on data entry and financial elements of the role Business Development
- Support Consultant in their business development activities including planning, content creation, and tracking of outcomes.
- Actively identify, develop and support Consultant’s business development plan.
Candidate Profile:
The PC should be a proactive problem solver with strong business judgement, detail orientation and interpersonal skills. The ideal candidate can prioritize, organize, multi-task and make sound decisions in a fast-paced environment with multiple internal and external stakeholders. Key competencies and experiences required for this role include:
- Project Management and Attention to Detail. Ability to prioritize, manage, and balance a variety of project responsibilities effectively, efficiently, and accurately.
- Problem Solving and Business Acumen. Ability to see around corners, quickly synthesize information, connect dots, and develop solutions.
- Relationship-Building. Excellent interpersonal relationship skills, particularly the ability to develop rapport and engage with people at all levels.
- Communication and Service-Orientation. Skillful communicator who can develop clear messaging, provide quality service, and effectively adapt style to fit different audiences.
- A university degree from a respected institution is preferred. Strong proficiency in MS Office, Excel and PowerPoint.