Project Coordinator

Canadian Inclusion; Toronto; Hybrid; CAD 45,000 - 65,000; Full time

Job summary

Canadian Inclusion is seeking a Project Coordinator (Finance) to support a Partner in our Executive Search practice. You will handle administrative duties, calendar management, interview scheduling, document production, and travel coordination across multiple time zones.

The role requires strong attention to detail, a client-service mindset, and the ability to manage shifting priorities with urgency. Experience in professional services and proficiency with Salesforce and PSA systems are highly

Qualifications

• Minimum of 5 years of administrative/executive assistant experience.
• Experience in Executive Search, Consulting, or a professional services firm is strongly preferred.
• Excellent English writing, grammar, and communication skills.

Responsibilities

• Support the partner in engagement management by ensuring information flow to clients, prospects, candidates, and consultants.
• Maintain engagements using PSA and input client contracts, manage client invoicing.
• Schedule interviews and meetings between candidates and clients to support the engagement lifecycle.
• Produce documents with high accuracy under tight deadlines; create PowerPoint presentations and proposals.
• Coordinate travel arrangements and expenses in line with policy and travel preferences.
• Provide administrative support across the team; manage partner calendar across time zones.
• Maintain Salesforce and the proprietary databases (Searcher) with activities and contacts.
• Assist consultants in tracking performance metrics through dashboards and reports.

Skills

Executive support

Time management

Scheduling

Document production

Travel coordination

Client service

Communication

Multitasking

Microsoft Office

Tools

Outlook

PowerPoint

Word

Teams

Adobe

Zoom

Salesforce

Searcher

PSA system

Job description

Project Coordinator (Finance)

This role will support a minimum of one Partner in our Executive Search practice with administrative support, business development, and engagement related activities such as calendar and time management, interview scheduling, document production, database management, travel coordination, and other administrative duties as assigned.

With regularly shifting priorities, the incumbent must be adaptable and flexible and have a strong sense of urgency. Due to the nature of the business, an attention to detail and a high level of accuracy is required in this role. As a professional services firm, a client service orientation, maturity, and a calm, composed demeanour is a must.

Project Coordination

• Support the partner in the management of engagement work by ensuring information flow to/from clients, prospective clients, candidates, and between consultants by establishing and administering workflow


• Maintain engagements using PSA, our financial management system, which includes inputting information as per client contracts and managing client invoicing


• Managing the candidate and client experience through scheduling interviews and other meetings between candidates and clients

Document Production

• Compose documents with a high level of accuracy using appropriate grammar, composition and speed, often under tight deadlines


• Produce PowerPoint presentations, proposals, status reports, marquee account plans, candidate assessments and documents; collate and bind presentation materials


• Prepare candidate profiles and related materials for clients in advance of scheduled client/candidate interviews, in-house or off-site

Logistics Management (Travel & Expenses)

• Coordinate travel arrangements for the partner using the firm's external travel agency while ensuring standard travel preferences are respected, options presented as appropriate, and the firm's travel policy is followed


• Coordinate domestic and international engagement-related candidate travel arrangements


• Review and verify accuracy of candidate and partner expense submissions prior to approval, processing and reimbursement


• Coordinate with Administrative Office Manager and other Project Coordinators for all expected visitors to greet guests and ensure meeting room space is available


• Inform other Korn Ferry offices in advance of consultant visits to obtain security clearance (as required) and to reserve office and/or meeting room space

Administrative Support

• Collaborate with peers and other colleagues to support the broader team; assist with standard administrative duties, such as preparing and proofreading documents and researching information


• Provide back-up support to other Project Coordinators during absences and busy periods


• Manage the partner's calendar using Outlook to schedule external and internal meetings across multiple time zones and respond to queries on availability, ensuring that the time is used effectively


• Provide consultants with necessary briefing/preparatory material prior to meetings, interviews and travel

Data Management

• Manage electronic filing systems


• Maintain and update consultants' business development activities, tasks and contacts in Salesforce


• Maintain and update information in Searcher, Korn Ferry's proprietary candidate database, ensuring contact notes and documents are included in the record and "Searchflow" information is updated in accordance with engagement activity


• Assisting consultants in tracking various business performance metrics through the consultants' performance dashboards and reports

PROFESSIONAL EXPERIENCE/QUALIFICATIONS

• Minimum of 5 years of administrative / executive assistant experience, ideally working with one or more senior executives


• Prior experience in Executive Search, Consulting, or a broader Professional Services firm is strongly preferred


• Superb attention to detail, English writing and grammar skills


• Excellent PowerPoint skills; High proficiency in Outlook, PowerPoint, Word, Teams, Adobe, and Zoom


• Experience managing multiple and concurrent responsibilities and establishing and acting against relative priorities, independently but within prescribed guidelines


• Familiar with time zones and planning travel itineraries


• Experience with meeting planning and event coordination


• General understanding of accounting & finance cycles within a corporate, publicly traded company

ATTRIBUTES

• Excellent interpersonal skills, diplomacy, tact, positive can-do attitude


• Very high attention to detail, accuracy, and quality


• Good judgment and capable of acting independently


• High level of comfort learning and using new technology


• Ability to adapt to evolving work processes and systems, including automated tools


• Client service orientation and good composure


• Comfortable dealing with senior leaders internally and externally


• Professional in demeanour, behaviour, and appearance as demonstrated through consistently polite, helpful, but concise interaction on the telephone and in person


• Outstanding time management and sense of urgency at appropriate times


• Systematic and methodical given the need to manage large amounts of information across multiple, simultaneous engagements


• Team-oriented and willing to pitch in as needed

LEADERSHIP CHARACTERISTICS

Relating Skills

• Warm, friendly, and interpersonally agile; easy to approach and talk to; relates well to all kinds of people; makes a pleasant first impression and builds solid relationships.

Demonstrating Personal Flexibility

• Open to lifelong, continuous personal improvement; aware of self and impact on others; responsive to feedback; is very flexible; can act in ways that seem contradictory and is adaptable to different situations.

Communicating Effectively

• Writes and presents effectively; adjusts to fit the audience and the message; strongly gets a message across.

Getting Organized

• Is well organized, resourceful, and planful; effective and efficient at marshalling multiple resources to get things done; lays out tasks in sufficient detail; can work on multiple tasks at once without losing track; foresees and plans around obstacles.

Keeping on Point

• Can quickly separate the mission-critical from the nice to dos and the trivial; quickly senses what's the next most useful thing to work on; focuses on the critical few tasks that really add value and puts aside or delays the rest.

Managing Work Processes

• Is an effective process, workflow, and systems designer; is good at figuring out what to measure to track progress; sets up systems that can almost manage themselves; is a master at the effectiveness and efficiency of work systems; can quickly diagnose and fix a workflow problem; always looking for incremental process improvement.

State of Requisition : Ontario

Location : Toronto

Country of Requisition : Canada

Type of location : Hybrid