Client Services and Administrative Coordinator

Boyden; Toronto; Hybrid; CAD 45,000 - 60,000; Full time

Job summary

Boyden seeks a Client Services and Administrative Coordinator to keep our Leadership Consulting practice organized, coordinated, and moving forward. This hybrid, full-time role reports to the Managing Partner and supports multiple client engagements and internal priorities across the country and beyond.

You will improve processes, leverage AI tools, and ensure information is easily accessible while maintaining high standards of client service and professional communication.

Qualifications

• The successful Client Services and Administrative Coordinator will be someone who takes genuine ownership of making things work well.
• They will bring strong organization, judgement, follow-through and service orientation.
• Exceptional organization and attention to detail.
• Proactive and anticipatory; able to manage timelines, dependencies and multiple stakeholders.

Responsibilities

• Develop and maintain templates, checklists, trackers and standard documents for consistency and efficiency across the practice.
• Input, clean, organize and maintain project, survey and assessment data.
• Coordinate scheduling, client engagements and internal priorities.
• Lead biweekly project update meetings and maintain project plans.
• Coordinate assessments (Hogan, SuccessFinder) from request through completion.
• Set up new client engagements and create a project plan for each engagement.
• Coordinate project close-out, including final billing and archiving.
• Coordinate external consultant invoices and liaise with Finance.

Job description

The Client Services and Administrative Coordinator plays a central role in keeping the team’s work organized, coordinated, and moving forward - helping ensure that client engagements are exceptionally well coordinated, commitments are delivered on time, information is where it needs to be, and nothing falls through the cracks. They will also play an important role in continuously improving how the practice operates - identifying opportunities to streamline processes, reduce administrative effort, and leverage AI and technology to create greater efficiency, consistency, and capacity as the practice grows.

Working across multiple client engagements and internal priorities, the Client Services and Administrative Coordinator brings structure, organization and momentum to the practice. They anticipate what is coming, connect the dots across projects, follow through on important details and help create a seamless experience for our clients, the Leadership Consulting team, and broader team members across the country and around the world.

As the practice continues to grow, this role will also help us build the processes, tools and ways of working that allow us to operate efficiently and consistently at greater scale.

This is a full-time hybrid role within Boyden’s Leadership Consulting practice, reporting to the Managing Partner.

Core Responsibilities

Practice Operations, Systems & Continuous Improvement

• Develop and maintain templates, checklists, trackers and standard documents that improve consistency, quality and efficiency across the practice.
• Prepare, format and proofread client materials, reports, presentations, project updates and internal documents.
• Input, clean, organize and maintain project, survey and assessment data.
• Document recurring processes and identify opportunities to simplify, standardize and automate how work gets done.
• Leverage AI and other technology tools to reduce administrative effort, improve workflows and create greater capacity across the team.
• Help strengthen the systems, processes and infrastructure required to support the continued growth and scalability of the Leadership Consulting practice.
• Act as a key point of contact for external consultants requiring project information, scheduling, materials, access or other support.
• Coordinate external consultant invoices, including reviewing required information, submitting invoices to Finance and following up where needed.
• Coordinate internal practice initiatives, including the quarterly Leadership Consulting Learning Session.
• Prepare agendas, notes, action items and meeting follow-ups as required.
• Coordinate information, timelines and materials across consultants and project teams to help everyone stay aligned.

Project Coordination & Delivery

• Set up new client engagements, including coordinating required information, signed agreements and project opening with Finance.
• Create and maintain a project plan for every engagement, capturing key deliverables, milestones, meetings, responsibilities and next steps.
• Proactively follow up on outstanding information, approvals, decisions and deliverables to keep work moving forward.
• Maintain organized project files so agreements, plans, materials and current documents are accurate and easy to access.
• Coordinate project close-out, including final billing, documentation and archiving.

Scheduling & Logistics

• Own scheduling across client engagements, including client meetings, interviews, assessments, debriefs and internal checkpoints.
• Coordinate project-based interviews, including participant scheduling, invitations, reminders and completion tracking.
• Manage scheduling for the Managing Partner, helping coordinate priorities, resolve conflicts and follow up on outstanding requests.
• Coordinate meeting invitations, materials, virtual or in-person logistics and schedule changes.
• Anticipate scheduling needs and dependencies rather than waiting for them to become urgent.

Project Tracking & Team Coordination

• Maintain a central view of all active engagements, including project status, upcoming milestones, key actions, risks and owners.
• Lead the biweekly project update meeting by preparing the agenda, reviewing progress and confirming actions, responsibilities and deadlines.
• Update project plans and trackers following meetings and ensure agreed actions are followed through.
• Identify upcoming deadlines, potential bottlenecks or risks early and bring them to the attention of the appropriate team members.
• Help the team maintain visibility across a growing portfolio of client work.

Psychometric Assessments

• Coordinate Hogan, SuccessFinder and other approved psychometric assessments from request through completion.
• Set up and administer assessments, monitor completion and provide participant support when required.
• Coordinate assessment debriefs and ensure reports are distributed and stored appropriately.
• Maintain accurate assessment records and coordinate related billing with Finance.
• Serve as a knowledgeable internal resource on assessment administration processes.

Surveys & Feedback Processes

• Build, format and test surveys in SurveyMonkey, ThriveSparrow and other approved platforms based on project requirements.
• Coordinate participant lists, invitations, reminders, response tracking and survey timelines.
• Monitor participation and provide progress updates to the project team and clients.
• Provide technical support to participants and troubleshoot issues when needed.
• Coordinate approvals before launch and ensure surveys are thoroughly tested.
• Close surveys, export and organize results, and maintain accurate final project files.
• Support the ongoing relationship with ThriveSparrow, including platform support and invoicing requests.

Key Skills & Qualities

The successful Client Services and Administrative Coordinator will be someone who takes genuine ownership of making things work well. They will bring a combination of strong organization, judgement, follow-through and service orientation.

Exceptional organization and attention to detail

Able to manage many moving pieces across multiple projects without losing sight of important details.

Proactive and anticipatory

Looks ahead, identifies what will be needed and takes action before issues become urgent.

Comfortable managing timelines, dependencies, deliverables and multiple stakeholders across concurrent engagements.

Ownership and follow-through

Takes responsibility for commitments and sees tasks through to completion rather than simply passing information along.

Sound judgement and prioritization

Able to distinguish what is urgent from what is important, recognize when something needs attention and escalade appropriately.

Clear and professional communication

Communicates effectively and thoughtfully with clients, consultants, senior leaders and internal colleagues.

Client-service mindset

Understands that the quality of coordination and communication is an important part of the overall client experience.

Comfort with technology and systems

Confident learning and working across project management tools, Microsoft Office, survey platforms, assessment systems and other technology.

Process-oriented with a continuous-improvement mindset

Enjoys creating structure, improving processes and finding more efficient and reliable ways of working.

Comfortable working in a fast-moving professional services environment where priorities and timelines can change.

Discretion and professionalism

Able to handle confidential client, assessment and leadership information with care and sound judgement.

Collaborative and dependable

Works well as part of a small, highly collaborative team and can be counted on to keep commitments and support others when needed.