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Executive Search Coordinator

2 months ago

Oak Brook, United States WittKieffer Full time

We are mission-driven to advance wellbeing across the Quality of Life ecosystem through impactful leadership. Come join us

BACKGROUND

As the nation's only top ten executive search firm that dedicates its practice to serving organizations that improve quality of life, WittKieffer has developed specialized practice areas in healthcare, life sciences companies, higher education, academic medicine, and not-for-profit disciplines. Our search teams use a customized approach to assess organizational dynamics, leadership goals, and the competitive landscape to each organization.

WittKieffer has been recruiting great leadership for 50 years. Our clients have relied on us to help recruit and retain leaders with the best mix of skills, experience, vision, and character to fulfill their missions.

THE ROLE

This is an exciting opportunity for a motivated, proactive team player with an emphasis on organization, customer service, professionalism, and quality. Team members will enjoy a collaborative, team-oriented environment with opportunities to work with visionary leaders of higher education institutions, scientists, doctors, healthcare and life sciences executives, leadership within philanthropic foundations, trusts, and social service organizations, and to make an impact in the success of the greater organization.

The Executive Search Coordinator is the central point of contact for search consultants, clients, and candidates. This position will provide logistical and operational support to coordinate all phases of search, with an emphasis on process-driven tasks requiring effective communication, ability to prioritize, technical skills, and the ability to problem-solve, anticipate, and address potential issues in advance.

The workflow varies from routine to heavy and is primarily deadline-driven. The office and workload are fast-paced with a team-oriented approach. The focus is on exceptional customer service and high-quality work products for candidate, consultant, and client deliverables. All team members are expected to be self-starters with a sense of responsibility, autonomy, urgency, and ownership toward their work.

Work will be conducted in a remote or hybrid environment. The Executive Search Coordinator role supports the Education market, and reports to the Administrative Manager, Education.

This position offers a base salary of $58,000 to $75,000, plus a target bonus of5% of base salary.Salary within our ranges is determined by your education, experience, knowledge, skills, location, and abilities, as required by the role, as well as internal equity and alignment with market data. WittKieffer offers a full benefits package including medical, dental, vision, 401k, life and disability insurances, and generous paid time off.

RESPONSIBILITIES

Provide support to search consultants with all aspects of search projects, including but not limited to:

Project Coordination:

  • Serve as a project coordinator to support the search consultants in organizing and managing the client team and candidates through coordination of all search project efforts.

  • Comprehend the nuances that exist between each search due to shifting priorities and preferences of consultants, clients, and candidates, and organize workflow to align with these nuances.

  • Proactively drive business priorities and needs of the search consultants, clients, and candidates.

  • Manage the search consultant's calendar through logistical and strategic support: coordinating consultant and client meetings, candidate interviews, internal meetings, and general calendar management.

  • Process and manage the timely submission of expense reports for consultants and candidates.

Team Collaboration and Communication:

  • Demonstrate professional verbal communication skills in person, by phone, and via video conference.

  • Demonstrate clear, concise writing skills by successfully managing heavy email correspondence and editing and proofreading documents within the provided deadlines.

  • Successfully collaborate across multiple departments, including Research, IT, and Finance, to ensure the quality and timing of search project deliverables are executed.

  • Provide an elevated level of confidentiality and appropriate communication with candidates and clients throughout the search process.

  • Collaborate and provide support to other executive search coordinators when necessary.

  • Function successfully in a service-oriented environment with multiple sources of direction and priorities, and showcase strong project management of all tasks and partnerships at hand.

  • Proactive and consistent communication with key constituents to maintain transparency across all priorities.

  • Frequently communicate (talking and listening) with internal departments and external clients.

Document and Data Management:

  • Create, edit, and proofread client deliverables, including memos, agendas, proposals, letter agreements, leadership profiles, references, confirmation letters, and narratives, all in accordance with the firm's brand standards.

  • Maintain up-to-date and accurate job search information in WittKieffer's proprietary database.

CANDIDATE PROFILE

Qualifications:

  • College degree is preferred; high school diploma or equivalent is required. Minimum three years of experience working in a dynamic, cross-functional environment responsible for calendar management, high-volume email management, professional writing, and communication skills.

  • Previous experience in healthcare, higher education, and/or professional service organizations is preferred.

  • Previous experience in executive search, agency, or in-house recruiting is preferred.

Critical Competencies:

  • Exceptional customer service skills-both verbal and written.

  • Strong editing and proofreading skills with the ability to confidently make recommendations for improvements.

  • Experience in scheduling meetings with multiple constituents across varying time zones and heavy calendar management.

  • Ability to proactively anticipate potential roadblocks to completing search deliverables and the problem-solving skills to quickly identify for solutions.

  • Proven ability to quickly learn and navigate new software tools and applications; proficient with Microsoft Office, primarily Outlook, Word, Excel, and PowerPoint.

  • Excellent typing skills.

  • Mindset that thrives in a fast-paced environment and excels at managing multiple projects and constituents at once.

  • Self-motivated and deadline-driven work ethic.

  • Ability work independently but still use discretion on which matters can be handled alone and which should be referred to others.

  • Demonstrate willingness and adaptability to coaching, feedback and direction.

  • Strong attention to detail and expertise of managing multiple priorities to meet deadlines successfully.

  • A "can-do" attitude and willingness to perform a wide variety of tasks, manage competing priorities, and adapt quickly to meet the business's daily demands.

  • Previous experience working in a team environment is preferred.

  • Previous customer service experience is preferred.

  • Must be comfortable working in a confidential environment.

  • High maturity and ability to exercise independent and rational judgement, which is required to plan, prioritize, and organize a diversified workload; recommends change in office practices or procedures.

Witt/Kieffer Inc. ("Witt/Kieffer") provides equal employment opportunities to all employees and applicants. WittKieffer will recruit, employ, train, promote and compensate our employees withoutregard to race, religion, creed, color, national origin, citizenship, gender, pregnancy,military status, age, marital status, sexual orientation, sexual identify, disability or any other personal characteristic protected by applicable federal, state or local law. WittKiefferwill endeavor to make reasonable accommodation, as required by law, for qualifiedindividuals with known disabilities or religious practices unless doing so would result in anundue hardship on the operation of our business.