Recruiting Project Coordinator

3 weeks ago

Nashville, United States Buffkin Baker Full time

This is an exciting opportunity for a motivated, proactive, team player with an emphasis on organization, customer service, professionalism, and quality. The Project Coordinator provides administrative support and coordination of search projects with an emphasis on process-driven tasks requiring strong communication and technical skills.


The Project Coordinator assists with supporting administrative and tactical workflows and the needs of our Executive Search teams. This position provides support and coverage for team members ensuring search assignment deliverables are achieved.


The workflow varies and is driven by multiple projects being executed simultaneously and driven by fast-paced deadlines during an active search. The environment and workload are fast-paced with a team-oriented approach. The focus is on exceptional customer service and high-quality search project deliverables. Collaboration with team members is required to prioritize and balance competing requests. Communication is to and from all team member levels (internal and external) and requires professional verbal skills and effective well-written documents and email correspondence. All team members are expected to be self-starters with a sense of responsibility, urgency, and ownership toward their work.


Deliver administrative support on Search Assignment including but not limited to:


  • Successfully collaborates with team members to ensure quality and timing of search project deliverables.
  • Create, edit, and proofread client deliverables including memos, proposals, fee letters, 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 Crelate ATS systems, as well as the use of other systems as appropriate
  • Process incoming application materials from candidates.
  • Partners with multiple departments including Research, Operations, IT, and Finance to ensure quality and timing of search project deliverables.
  • Provide a high level of confidentiality and communication with candidates throughout the search process.
  • Conduct general calendar management: coordinating dates and setting appointments, including candidate, associate/principal, Partner and Client interview sessions.
  • Process and manage the timely submission of expense reports for Partners and Candidates to Finance
  • Perform logistical support through scheduling meetings and travel arrangements for Partners and Candidates.
  • Provide backup assistance and coverage for executive search team members including Associates, & Principals.

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