Executive Search Engagement Coordinator

hace 2 meses

Ciudad de México, Ciudad de México Spencer Stuart A tiempo completo

Position Overview

The Executive Search Engagement Coordinator plays a crucial role within the search execution team, collaborating closely with consultants and the research team while serving as the project manager to ensure the effective completion of each assignment. This position acts as a primary liaison with clients and candidates, coordinating interviews, arranging travel for consultants and candidates, and ensuring comprehensive due diligence on candidates is performed. The Coordinator is responsible for generating various documents throughout the search process.

Key Relationships

Reports to:

Administrative Manager (solid line)

One or two executive search consultants (dotted line)

Other Key Relationships:

Assigned Mentors

Executive Search Engagement Coordinators

Consultants

Corporate Office Personnel

Research Team Members

Administrative Staff

Primary Responsibilities

The primary duty of the Executive Search Engagement Coordinator is to provide administrative assistance to one or two dedicated executive search consultants and support other office staff to balance workloads effectively. Additional responsibilities include:

  • Preparing all production materials associated with executing a search assignment from inception to completion, including qualification packages for potential new searches, proposal and confirmation letters, position specifications, target lists, progress reports, candidate presentations, reference reports, closeout letters, and correspondence with candidates and clients, all in line with the Firm's brand standards.
  • Closing out completed searches and organizing all related materials in compliance with audit requirements.
  • Collaborating with client organizations to schedule candidate interviews, including assistance with travel arrangements, accommodations, directions, and any other search-related needs.
  • Ensuring clients are billed accurately according to any special terms; monitoring accounts receivable; reviewing monthly client billing worksheets and consultant corporate card statements for relevant charges.
  • Managing and maintaining the calendar of consultants and coordinating travel schedules, making all necessary arrangements.
  • Preparing monthly expense reports and ensuring the accuracy of client-related expense allocations.
  • Assisting with additional office responsibilities, including reception/front desk coverage, supporting multiple consultants, acting as IT liaison, providing software training, proofreading documents, ensuring quality assurance, preparing for client meetings, mentoring Executive Assistants, managing special office projects, and participating in social functions, as directed by the office Administrative Manager.

Ideal Qualifications

Minimum of 5-7 years of experience as an Executive Search Engagement Coordinator

Experience in a professional services environment is preferred.

Strong project coordination and management skills

Proven experience in coordinating complex logistics and projects involving multiple stakeholders.

Excellent Written and Verbal Communication Skills

Proficient in Office Applications (Word, Excel, PowerPoint, and Outlook)

Experience with database management is considered a significant asset. Typing speed of 65 WPM or higher is preferred.

A bachelor's degree is desirable

Essential Capabilities

As evaluated through year-end performance appraisals and ongoing feedback from clients, consultants, and peers.

Communication and Relationship Management:

Demonstrate clear communication and interaction with others to inspire confidence. Build and maintain relationships to strengthen a network of individuals who collaborate effectively, including the ability to engage with senior-level clients and candidates with utmost professionalism. Foster a team-oriented approach and reinforce collaboration in all interactions to support workload balance among the search team and within the office. Exhibit a client-focused attitude in the workplace.

Project Coordination and Management:

Proactively manage projects to ensure smooth and high-quality outcomes while handling multiple assignments with varying priorities and timelines involving team members with diverse communication and execution styles. Lead the timely scheduling of candidate/client meetings, ensuring all parties are informed and all details are confirmed and communicated. Identify necessary resources to address multi-dimensional tasks and develop realistic and achievable work plans. Utilize technology such as Outlook, Microsoft Office Suite, and relational databases effectively in a fast-paced environment.

The ideal candidate will accomplish this by:

  • Building collaborative relationships internally and externally, including with individuals in other Spencer Stuart offices.
  • Participating in and guiding teams while fostering an environment of mutual trust.
  • Identifying and managing the needs and expectations of both internal and external teams.
  • Communicating effectively with all levels and diverse cultures.
  • Demonstrating a strong presence through high-level written and oral communication skills.
  • Providing constructive feedback and openly receiving the same.
  • Maintaining a positive and optimistic outlook, even under stress, by seeking solutions and offering support to colleagues in need.

Quality Assurance:

Uphold ethical and professional practices and personal accountability. Act consistently with the Firm's values. Hold others accountable to performance standards. Display curiosity and a desire for knowledge while staying current with colleagues, the Firm, and its systems. Regularly invest time in encouraging the team to innovate, improve processes, and share knowledge. Understand and adhere to the Firm's policies, procedures, and brand standards. Advocate for high-quality work by ensuring thorough review and editing of client deliverables. Actively participate in training opportunities and seek guidance from peers or corporate trainers to enhance skills. Share best practices with the search team by communicating the benefits of improved efficiencies.

Personal Attributes:

  • Strong client orientation with a desire to exceed expectations.
  • Exceptional organizational and prioritization skills.
  • Discretion and sensitivity in handling confidential communications and documentation.
  • Resilience and the ability to manage multiple conflicting priorities simultaneously.
  • Sound judgment and the ability to make independent decisions without constant supervision.
  • Proactive approach to preventing potential issues.

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