Senior Administrative Coordinator

2 weeks ago

New York, New York, United States The Ladders Full time
The Opportunity

The Senior Administrative Coordinator plays a crucial role in supporting multiple consultants by providing comprehensive assistance throughout client engagements and taking charge of various administrative responsibilities. This position demands an individual who is adept at planning, executing, and finalizing projects within stringent timelines. This encompasses resource acquisition and the coordination of efforts among team members and clients to ensure project delivery aligns with expectations. The Senior Administrative Coordinator must proactively manage alterations in project scope, foresee potential challenges, and develop contingency strategies regularly.

The ideal candidate will exhibit exceptional flexibility, possess strong multitasking abilities, and thrive in an environment characterized by diverse tasks and shifting priorities. A sense of ownership and engagement in the process is essential, enabling the Senior Administrative Coordinator to effectively orchestrate all components that contribute to a successful initiative. Discretion in handling all interactions with clients and candidates is paramount.

What You'll Do

Administrative Responsibilities
  • Coordinate all scheduling activities, including client meetings, business development discussions, assignment-related gatherings, internal meetings, and video conferences.
  • Manage intricate calendars and prioritize meetings and calls as necessary.
  • Organize and arrange detailed travel plans, itineraries, and agendas for both consultants and external stakeholders. Prepare documents for travel-related meetings.
  • Process expense reimbursements for consultants and external parties.
  • Draft, prepare, and edit confidential correspondence.
  • Engage in additional administrative support tasks, including managing phone calls, directing visitors, event planning, and other ad-hoc projects as required.
  • Maintain an accurate and up-to-date global database, encompassing all client/internal documents, client/candidate information, notes, emails, and appointments.
  • Assume additional office/reception duties as needed to ensure smooth office operations. Provide ad-hoc support to fellow Senior Administrative Coordinators when requested to assist with workload overflow, as capacity allows, and as determined by management.
Search Coordination
  • Act as a liaison for clients, assisting consultants in the management of daily search activities and serving as the primary contact for all logistical matters.
  • Communicate directly, on behalf of the consultant, regarding client and internal mandates, facilitating seamless communication between the consultant and both external and internal team members.
  • Proactively assist with various client needs during a consultant's absence.
  • Collaborate closely with consultants and research stakeholders to ensure deadlines are met and client and candidate requirements are fulfilled.
  • Produce high-quality client deliverables, ensuring completion within designated timeframes. Successfully manage critical aspects of deliverables with a hands-on approach.
  • Prioritize conflicting demands; handle matters promptly, proactively, and follow through on time-sensitive projects to successful completion.
  • Assist the accounting department with billing, client invoicing, and receivables.
  • Foster positive relationships and regularly interface with high-level executives involved in highly confidential projects.
Business Development
  • In collaboration with the Consultant, develop and manage the process to drive the Consultant's business development strategy.
  • Work together with the consultant, research, and other team members in producing high-quality marketing presentations and materials, taking responsibility for the finalization of materials for pitches and events.
Requirements

What We're Looking For
  • Preferred Bachelor's degree.
  • A minimum of 5 years' experience in an administrative role, ideally within a professional services environment.
  • Highly organized multitasker: capable of managing multiple projects with established deadlines, where time management, pattern recognition, prioritization, meticulous attention to detail, and sound judgment are critical.
  • Resourceful problem solver: comfortable working in ambiguous situations and adept at handling pressure while resolving issues.
  • Self-motivated: demonstrates a strong work ethic and confidence, remaining composed and able to think critically under pressure.
  • Exceptional communicator: possesses outstanding interpersonal and communication skills (both verbal and written), with the ability to engage professionally with executive stakeholders and colleagues alike.
  • Collaborative team player: committed to fostering a company culture that is inclusive and supportive, with a proven track record of enhancing both team and individual performance.
About Us

The Ladders is dedicated to empowering professionals to navigate their career paths with confidence and insight. We believe in the transformative power of leadership and strive to help organizations address their leadership challenges through honest feedback and actionable insights.

What It's Like to Work Here

Our organization is characterized by a high-performing, collaborative environment combined with a culture of respect and care. We are proud to support various Employee Resource Groups and initiatives that promote diversity, equity, and inclusion.

Benefits
  • Hybrid work model, with in-office requirements on designated days.
  • 401k plan with company matching and additional discretionary contributions.
  • Comprehensive health benefits, including medical, dental, vision, life insurance, and long-term disability.
  • Employee Assistance Program (EAP).
  • Paid parental leave.
  • Generous paid time off policy, including vacation, sick leave, and volunteer days.
  • Paid holidays, including a week off between Christmas and New Year's.
Salary
  • The salary range for this position is competitive and commensurate with experience, including base salary, overtime pay, and discretionary bonuses.

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