Executive Search Administrator

ecl.vincere.io; Calgary; On-site; CAD 50,000 - 65,000; Full time

Job summary

A respected executive recruitment firm in Calgary is seeking an Executive Search Administrator. This role involves providing vital administrative support, preparing documentation for executive searches, and ensuring efficient operations. The successful candidate will manage sensitive information, collaborate with the team, and contribute to the organization's strategic initiatives. Applicants should have 2–4 years of experience in administrative roles, with strong skills in communication and organization. This position offers a full-time, in-office opportunity with a focus on professionalism and quality.

Qualifications

• Demonstrated experience supporting multiple stakeholders and managing sensitive information.
• Experience in executive search or recruitment is an asset.
• Comfort with digital platforms and eagerness to learn new tools.

Responsibilities

• Provide high-level administrative support to the Richardson team.
• Prepare documentation for executive search processes.
• Conduct background verifications and reference checks.

Skills

Attention to detail

Organizational skills

Written and verbal communication

Ability to multitask

Problem-solving skills

Education

2–4 years in administrative or corporate support role

Tools

Word

PowerPoint

CRM systems

Canva

Apollo

Job description

Position Title: Executive Search Administrator
Type: In-Office | Full-Time

About the Organization

Our sister company, Richardson Executive Search, is a respected leader in executive recruitment, delivering tailored talent solutions that help organizations thrive. As part of a well-established firm with deep roots in Western Canada, the team is known for operating with integrity, excellence, and a commitment to strategic partnerships.

With a proven track record of connecting top-tier leadership with forward-thinking organizations, Richardson has built a strong reputation for professionalism, precision, and personalized service. Joining this high-performing, values-driven team means being part of a group that is passionate about making a meaningful impact.

In this role, you will report to the Vice President and the Director of Administration, providing high-level administrative support to the Richardson team. Responsibilities include preparing documentation for executive search processes, maintaining an accurate and up-to-date CRM, and collaborating closely with the Vice President and Research Associate to ensure operational efficiency. You will also support the Director of Corporate Development with administrative tasks related to outreach, reporting, and proposal preparation.

Key Responsibilities

As the Executive Search Administrator, you will play a vital role in ensuring the seamless functioning of executive search operations in the Calgary office. Your responsibilities will include:

Executive Search Administrative Support – Calgary Branch

• Serve as the primary administrative support for the Calgary team, ensuring standardized executive search processes is followed.
• Prepare all required documentation for executive search engagements, including search progress reports, candidate summaries, and presentations.
• Conduct background verifications, reference checks, and social media verifications as required per search engagement.
• Generate professional-quality job posting materials using Canva templates and ensure timely distribution on social media.
• Provide research and pre-screening support in candidate identification when required.
• Ensure all candidate and client communications are documented in the CRM for seamless tracking and engagement.

Director of Corporate Development Administrative Support

• Assist in compiling industry-specific lists of target organizations for corporate development initiatives.
• Use Apollo and other research tools to identify key decision-makers and populate relevant contact information.
• Support outbound campaign execution by ensuring all administrative components, such as customized messaging templates and follow-up schedules, are efficiently managed.
• Populate and maintain weekly corporate development reports, tracking outreach efforts.
• Customize templated PowerPoint documents for corporate development proposals.
• Monitor Alberta Purchasing Connection and other procurement platforms to identify relevant business opportunities.

Office Administration and Support

• Collaborate with the Director of Administration on the setup, and management of office technology as needed.
• Serve as the primary liaison for any office-related concerns, escalating facility or operational issues to the appropriate internal or external contacts.
• Ensure the office environment remains organized, functional, and well-stocked with necessary supplies.
• Manage office supply inventory, coordinating restocking and fulfillment with headquarters.
• Provide logistical support for team meetings and client engagements.

Brand Protection

• Ensure the Richardson brand identity is consistently applied across all internal and external documents.
• Maintain quality control over client-facing materials, ensuring uniformity in formatting, branding, and messaging.
• Actively contribute to enhancing the professional presentation of all Richardson documentation and correspondence.
• Support the development of branded templates and standardized documentation to reinforce brand consistency.

To succeed in this role, candidates should demonstrate the following:

Education & Experience

• 2–4 years of progressive experience in an administrative, corporate support, or professional services role; experience in executive search or recruitment is an asset.
• Demonstrated experience supporting multiple stakeholders, managing sensitive information, and producing high-quality business documentation.
• Familiarity with working in a fast-paced, client-focused environment where discretion and professionalism are key.

Technical Skills

• Highly tech-savvy, with proficiency in Word, PowerPoint, and CRM systems; experience with tools such as Apollo and Canva is an asset.
• Comfort with digital platforms and an eagerness to learn new systems and tools.

Key Competencies

• Exceptional attention to detail and a commitment to producing high-quality, accurate work.
• Excellent administrative skills
• Strong organizational and multitasking skills, with the ability to manage deadlines and shifting priorities.
• Outstanding written and verbal communication skills.
• A collaborative, positive attitude and a proactive approach to problem-solving.
• Adaptable, professional, and capable of thriving in a fast-paced environment.
• Positive, solution-oriented thinker who takes direction well but operates independently once trained.

Apply Today

Click Apply to submit your resume and take the next step in your career!

About Us

Executrade is one of Western Canada’s most comprehensive full-service recruitment firms, with over 50 years of expertise in connecting talented professionals with leading organizations.

We are proud to apply principles of diversity, equity, and inclusion in all our recruitment practices, ensuring equal opportunities for all candidates. Our commitment to these values enables us to match organizations with a diverse range of top talent, fostering workplace cultures that thrive on innovation, collaboration, and respect.

In accordance with Canadian immigration laws, priority will be given to Canadian citizens and permanent residents. Learn more: www.cic.gc.ca.