Engagement Coordinator and Office Administrator

True Platform; Boston; On-site; PHP 2,735,562 - 3,951,367; Full time

Job summary

True Platform in Boston, Davao Oriental, is seeking an Engagement Coordinator/Office Administrator to support partners and oversee office functions. This role involves managing the search calendar, coordinating travel, and providing administrative support while ensuring a seamless experience for clients and candidates.

The ideal candidate should have at least 3 years of experience in executive support, excellent organizational skills, and proficiency in Apple and G-Suite tools. Flexibility and a problem-solving mindset are essential as you adapt to changing workflows.

Qualifications

• Minimum of 3 years experience in executive support or professional services.
• Excellent interpersonal skills, both written and oral.
• Ability to manage multiple projects and competing demands.

Responsibilities

• Manage the search calendar and coordinate with clients and candidates.
• Handle scheduling for partners and manage business development activities.
• Oversee office operations, including vendor liaison and event management.

Skills

Organization

Interpersonal skills

Problem-solving

Flexibility

Education

Undergraduate degree

Tools

Apple

G-Suite

Job description

About the role

The Engagement Coordinator (EC)/Office Administrator (OA) at True Search will act as a vital team member supporting Partners and Principals in search execution in office. They are indispensable and integral, ensuring clients and candidates receive a consistent white‑glove experience. Over the course of a search, an effective EC/OA will function similar to a project manager owning our client/candidate journey from start to finish. An EC/OA will be accountable for managing scheduling, interfacing with C‑suite executives both internal and external, travel coordination, document creation, database maintenance, and expense reporting. The EC/OA will spend 3 days a week onsite at our office location, serving as the OA and be responsible for day‑to‑day office management, along with administrative support to the HR function as needed.

What you’ll do

Engagement Coordinator (EC)

• Owns the search calendar, prioritizes appointments and works directly with partners, clients, and candidates to define the search schedule
• Supports Partners scheduling, tracking and management of all BD
• Maintains Thrive database of all search‑related candidate and client information
• Coordinates travel for partners and candidates—both domestic and international
• Processes expense reporting for partners and candidates

Office Administrator (OA)

• Serves as point person for employees visiting the office and greets guests upon arrival; typical schedule is 9am to 5pm but remains flexible
• Liaison for administrative vendors including security, parking, cleaning, catering, and technology
• Organizes office events including luncheons, training/information sessions, volunteer events, holiday parties, happy hours and office off‑sites, which may include oversight and management outside of office hours
• Assists with building projects, renovations and/or handling office moves; inventory management
• Runs conference room schedule, office hoteling
• Tracks and manages office‑related expenses, food, and office supplies
• Manages incoming and outgoing mail/packages for internal and external stakeholders as needed
• Ensures new hires receive the local office guide and details in advance of their first day

Who you are

• Flexible—able to adjust at a moment’s notice, adapt and prioritize to changing environments
• Organized—process driven, obsessed with detail and accuracy, getting it right the first time
• Problem Solver—entrepreneurial thinker, proactively finding solutions to overcome obstacles both simple and sophisticated
• Professional—excellent interpersonal skills, orally and in writing; confident and self‑aware
• Business Acumen—understands the big picture; knowledge and curiosity about operations and strategy, comprehensive understanding of evolving business needs

Preferred

• Undergraduate degree preferred
• Minimum of 3 years experience supporting partners/senior level executives in an executive search firm, professional services firm, or similar role
• Proficient skills using Apple and G‑Suite
• Consistent record of handling numerous projects and competing demands with quick timelines and daily/weekly deliverables

Accommodations

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.