Project Coordinator, Search + Talent

Ketchum Canada Inc. - KCI Philanthropy; Toronto; Hybrid; CAD 48,000 - 53,000; Full time

Benefits offered by this job

3 weeks vacation

Winter break

Benefits package

Wellness program

Donations matching

RRSP program

Job summary

KCI Philanthropy is seeking a Project Coordinator, Search + Talent to support our national team from a flexible remote/hybrid setup, primarily in Canada and with occasional work from our Toronto head office. The role is full-time/permanent.

The successful candidate will coordinate recruitment projects, manage timelines, prepare client materials, maintain databases, and support meetings and travel logistics for consultants and candidates across time zones.

Responsibilities

• Working collaboratively with Search Consultants on the tactical implementation of a recruitment project
• Proactively manage timelines and coordination of internal and client resources for scheduling and other activities specific to each assignment
• Support the development of client materials (agendas, reports, presentations, position briefs, advertisements, proposals, candidate slates, etc.), and send them out on time
• Update and maintain the Search database with new candidates, clients, and search records
• Maintain search database training documentation and ensure accuracy and consistency of data entry among users; train as necessary; and ongoing database management as required
• Post online advertisements and manage social media posts
• Prepare expense reports for candidates and consultant(s) and submit to accounting for reimbursement
• Prepare candidate summaries (“Long Lists”) and interview guide booklets for client meetings
• Save cover letters and resumes into appropriate Client electronic folder(s)
• Organize travel and logistics for consultant(s) and/or out of town candidates
• Handle meeting logistics such as boardroom reservations, catering, greeting guests, and other such arrangements
• Periodic support for in-person meetings and interviews in our Toronto head office
• Undertake internet-based research to help prepare the position briefs, and drop content and graphic images in the position briefs
• Send general responses to candidates to acknowledge receipt of submissions, and search timelines
• Ensure adherence to all policies and procedures
• Support other KCI staff on an as-needed basis
• Communicate with clients directly to coordinate meetings, sharing of documents, etc.

Job description

THE OPPORTUNITY

KCI currently has an opportunity for a Project Coordinator, Search + Talent. This is a full-time, permanent position, supporting our Search + Talent team members across the country.

The ideal candidate will be an organized, enthusiastic administrator with career aspirations for supporting and being part of a high performing, collegial team. This is an exciting opportunity for a candidate pursuing an entry level role with an interest in gaining exposure to the Canadian non-profit sector.

KEY RESPONSIBILITIES

Project Coordinators work closely with the Search + Talent team across Canada, servicing a variety of recruitment assignments. Recognizing the increasingly complex and diverse needs of KCI clients, the incumbent must have the ability to manage multiple concurrent projects of varying scope and customization of approach.

Project Coordinator Responsibilities include:

• Working collaboratively with Search Consultants on the tactical implementation of a recruitment project
• Proactively manage timelines and coordination of internal and client resources for scheduling and other activities specific to each assignment
• Support the development of client materials (includingagendas, reports, presentations, position briefs, advertisements, proposals, candidate slates, etc.), and send them out on time
• Update and maintain the Search database with new candidates, clients, and search records
• Maintain search database training documentation and ensure accuracy and consistency of data entry among users; train as necessary; and ongoing database management as required
• Post online advertisements and manage social media posts
• Prepare expense reports for candidates and consultant(s) and submit to accounting for reimbursement
• Prepare candidate summaries (“Long Lists”) and interview guide booklets for client meetings
• Save cover letters and resumes into appropriate Client electronic folder(s)
• Organize travel and logistics for consultant(s) and/or out of town candidates
• Handle meeting logistics such as boardroom reservations, catering, greeting guests, and other such arrangements
• Periodic support for in-person meetings and interviews in our Toronto head office
• Undertake internet-based research to help prepare the position briefs, and drop content and graphic images in the position briefs
• Send general responses to candidates to acknowledge receipt of submissions, and search timelines
• Ensure adherence to all policies and procedures
• Support other KCI staff on an as-needed basis
• Communicate with clients directly to coordinate meetings, sharing of documents, etc.

CRITICAL SUCCESS FACTORS

• Extremely detail-oriented with excellent proof-reading, grammar, and spelling skills
• Superior planning, organization, and time management skills
• Positive, enthusiastic, and committed team player
• Demonstrated high degree of initiative, judgment and problem-solving ability
• Communicative and engaging, with excellent listening skills
• Strong work ethic with proven ability to successfully work cross-functionally within a team environment to complete projects and handle multiple priorities and projects simultaneously
• Strong computer software skills and some familiarity with data management and databases, including knowledge of Windows, Microsoft (Outlook, Word, Excel, Teams), Adobe Acrobat, Zoom, and Website software
• A creative eye for designing position briefs, presentations, and other marketing collateral
• Flexible and responsive to client/consultants needs
• High degree of confidentiality and discretion
• Customer service orientation, for both external and internal audiences
• Ability to proactively develop and maintain relationships with peers and senior members of the team
• Excellent ability to monitor and adhere to deadlines and timelines; capacity to navigate among team members and clients in multiple time zones
• Strong commitment to inclusion, diversity, equity, and accessibility (IDEA)
• Ability to work in French and English (oral and written) would be an asset

LOCATION

KCI offers a flexible remote / hybrid work model.Our team is deployed across Canada and our head office is located in Toronto. This position will be based in the Greater Toronto Area, primarily working remotely from a private home office and on occasion from our Toronto Head Office (214 King Street West, Suite 402).

FOR MORE INFORMATION

We believe that people are catalysts and that organizations can only achieve their full potential with the right people on their team. This is true both for our clients and for KCI.

The salary range for this position is in the range of $48,000 - $53,000 per annum, plus a comprehensive vacation and benefits package including: 3 weeks’ vacation plus a winter break in December; group benefits plan; health & wellness program; donations matching program; and group RRSP.In addition, KCI is proud to have expanded ownership of the firm to all employees through an Employee Ownership Trust (EOT). Over time, this structure will allow employees to become beneficiaries of the future financial success of KCI.

KCI is an equal opportunity employer committed to fostering a diverse, inclusive, equitable, and accessible work environment. KCI will, upon the request of the applicant, provide accommodation during the recruitment process to ensure equal access to applicants with disabilities. If you are selected for an interview and you require accommodation, please inform us.

At KCI, that’s our favourite question.

We are Canada’s leading consultants to the non-profit sector with professionals across the country in fundraising, strategy development, research & analytics, and executive search.

Our core purpose is to inspire and enable organizations to raise money, to make the dream of better communities and improved lives a reality. And through our 42 years of experience, we’ve helped thousands of organizations craft their strategies, build their teams, and raise billions of dollars. We serve our clients through a wide variety of services, including Fundraising Counsel & Campaigns; Assessments & Strategy Development; Research & Analytics; Communications & Case Development; and Executive Search & Talent Services.

In doing that work, we firmly place our focus on values and people…both ours and our clients’. We are proudly and resolutely guided by our core values: the highest integrity in all our actions; commitment to excellence and innovation in everything we undertake; openness to new ideas; and collaborative and respectful relationships with our colleagues and our clients. We hire to these values and live them every day.

These values are also deliberately reflected in our ownership structure at KCI. KCI is employee-owned through an Employee Ownership Trust, with ownership held on behalf of all our employees. For us, employee ownership is more than a structure. It is a natural extension of who we are and how we work: collaborative, accountable, values-driven and built for long-term impact. This also makes KCI unique. We are Canada’s only philanthropy and talent consulting firm whose ownership is held on behalf of all employees through an EOT. And as one of the first companies in Canada to transition to the new EOT model, KCI is proud to be helping define what broad-based employee ownership can look like in this country.

At KCI, our people are our most valuable resource. We hire the best and brightest, provide them with ongoing training and support, and allow them to work with a range of clients in different regions and charitable sectors across the country. We strive to foster a collaborative culture of professional and personal growth and to recognize, value, and develop the individual skills and contributions of each of our team members. And because we know the future won’t look like the past, we hold capacity building, knowledge sharing, and insight creation at our core. We have made it our business to know What’s Next.

For more information about KCI, please visit: https://kciphilanthropy.com/