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THE ROLE

This is an exciting opportunity for a motivated, proactive team player emphasizing 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 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 the search, emphasizing process-driven tasks requiring effective communication, the 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.

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 by coordinating all search project efforts.

• Comprehend the nuances between each search due to the 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.

• 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 following 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.

• Previous experience working in a team environment.

• Previous customer service experience.

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

• Must be comfortable working in a confidential environment.

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

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 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 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 to 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 in 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.

Witt/Kieffer Inc. ("Witt/Kieffer") provides equal employment opportunities to all employees and applicants. WittKieffer will recruit, employ, train, promote and compensate our employees without regard 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. WittKieffer will endeavor to make reasonable accommodation, as required by law, for qualified individuals with known disabilities or religious practices unless doing so would result in an undue hardship on the operation of our business.