Project Coordinator/Executive Assistant

About Us...

Egility is an executive search firm that helps the world's most innovative companies identify and recruit progressive talent. We've built a powerful culture assessment technology that provides actionable data to enterprises, investment firms, and recruiters.

We do things a little bit differently. We leverage data and technology more than any search firm. Innovation is embedded in our culture. We believe in finding executive solutions, taking risks, and learning from them. We place a premium on transparency with our clients and each other. We work with nice people; we collaborate constantly and there is no hidden agenda. We are vested in each other's success and extend the professional courtesy.

Join us in driving the next revolution in talent acquisition.

What are we looking for?

Egility is looking for a Project Coordinator/Executive Assistant who will work with a Partner(s) and other members of the team to support both execution and new business development activities.

The PC will undertake to coordinate candidate/client activities, enter and update candidate/client information and provide appropriate administrative activities that will ensure the successful and timely completion of each search assignment.

Interacting with Research Associates and Consultants, this individual will be actively involved in the progress of all assignments (from initiation through candidate presentations to the closing of an assignment) and responsible for all correspondence relating to each individual project.

What You Will Do

As a Project Coordinator

1. Arrange and participate in timely team meetings for each assignment from Preparation and Research through to progress updates to the Project Close meetings
2. Perform all duties, as required by members of the project team(s), to assist in the effective operations of projects and the general industry vertical administration
3. Acts as a liaison between the project team /client and candidates arrange client/candidate interviews and fosters positive client/candidate relations to create trust and confidence
4. Be aware of each search’s status at all times in order to act as an informed backup in communicating project progress to firm member, client contacts and candidates
5. Arrange for placement of any advertisements – formatting, obtaining all necessary approvals, booking space, delivery of final ad to agency
6. Ensure prompt follow through during an assignment; ensuring that the Partner(s) keep clients and candidates up-to-date on status, and at the end of the project; ensuring that all candidates have been properly “turned off” by the partner; thank you letters have been sent to sources, references and clients; gifts (if appropriate) have been sent to placed candidates
7. Close projects in a timely manner – ensuring all required documents are gathered in the Closed Project Folder, all files and the database are up to date, resumes are coded and filed, unnecessary documents are removed from S: drive, project review form completed and stored in database
8. Offer creative ideas to further streamline assignments and/or administrative practices
9. Participate in internal project review sessions
10. Attend and participate in Delivery Team meetings; contribute to a team environment.

As an Executive Assistant

1. Maintain partners’ calendars (schedule & update)
2. Fulfill Partner’s business requirements/requests in a timely and successful manner, including all business travel arrangements
3. Create, format, and standardize any and all documents needed for Partner’s business development and search delivery (includes Partners’ business development Brochure, Proposals, PowerPoint presentations, Confirmation Letters, Quick Start profiles, Position Descriptions, Resumes, Profiles, Interview Assessment Records, Rationales, References, Candidate Presentations, Interview Schedules, Interview Guides, Assessment Guides, Offer Letters, Project Review Forms) working closely with Partner and team members
4. Create, keep, and maintain accurate hard/soft files and records of all ongoing business development and search assignments, including candidate information, that the partner and team is involved with
5. Develop a strong understanding of and ability to use the database to capture project-related activities, correspondence, etc.
6. Assist in the daily follow-up of correspondence, as required
7. Arrange and serve client & candidate food & beverage requirements

What are we looking for?

Candidates must have the following experience to be considered:

1. University or College degree
2. Exceptional skills in Microsoft Word, Excel, and PowerPoint
3. Strong organizational and project management abilities
4. A strong team player who is self-motivated and proactive, with an ability to anticipate the needs of the partners and team members and act accordingly
5. Self-confident and comfortable in interacting with senior executives of high-profile organizations
6. Strong interpersonal and communication skills
7. Possess good grammar, spelling, and vocabulary skills and be adept in the generation and compilation of correspondence using information and feedback from various project team members
8. Tenacious and results-driven
9. Passion for detail
10. Preference to those who have 5+ years of direct senior-level Administrative Assistant experience;

What is in it for you?

• Competitive Benefits
• Exposure to the most innovative technologies and Artificial Intelligence shaping our industry.
• Opportunity to work from anywhere.
• Challenging, diverse projects.
• Competitive Base compensation with a bonus structure
• Exposure to best practices in the industry
• Collaborative and supportive team

Egility is committed to creating and fostering culturally diverse, equitable, and inclusive organizations. We recognize the value of a wide range of ideas, perspectives, experiences, and skill sets in our client’s workplaces. Our client is an equal opportunity employer. In accordance with the Accessible Canada Act, 2019, and all applicable provincial accessibility standards, upon request, accommodation will be provided by both Egility and our client throughout the recruitment, selection, and/or assessment process for applicants with disabilities.

Due to the high volume, we will only be contacting applicants who meet all of the minimum requirements listed in the job description. Only those applicants who align most closely with our minimum and preferred qualifications will be contacted for an interview. The Recruiting team at Egility will retain your application materials and may contact you regarding future opportunities.