Engagement Coordinator and Office Administrator

True Search; New York (NY); On-site; USD 60,000 - 75,000; Full time

Job summary

True Search is seeking an Engagement Coordinator (EC)/Office Administrator (OA) to support Partners and Principals in search execution. The role combines project management for client/candidate journeys with day-to-day office operations, including scheduling, travel coordination, expense reporting, and database maintenance.

The ideal candidate has 3+ years supporting executives in professional services, strong organizational skills, and proficiency with Apple devices and G-Suite.

Qualifications

• 3+ years of experience supporting partners/senior level executives in an executive search firm, professional services firm, or similar role
• Excellent organizational skills and attention to detail
• Proficient with Apple devices and G-Suite; strong interpersonal and written communication

Responsibilities

• Owns and manages the search calendar; coordinates with partners, clients, and candidates to define the schedule
• Supports Partners scheduling, tracking, and management of business development activities
• Maintains Thrive database of search-related candidate and client information
• Coordinates travel for partners and candidates (domestic and international) and handles expense reporting
• Office Administrator duties: greet visitors, manage vendors, organize office events, oversee office moves and inventory; manage mail and office supplies

Skills

Calendar management

Travel coordination

Executive support

Database management

Expense reporting

Education

Undergraduate degree

Tools

Apple devices / macOS

G-Suite

Job description

About True

True is a global platform of companies that optimizes value creation. As one of the fastest-growing

True is a global platform of companies that optimizes value creation. As one of the fastest-growing organizations in the talent advisory space, True places executive talent, assesses business leaders, creates diverse and inclusive networks, and uses innovative technology to advance executive talent priorities. Our clients include innovative growth brands backed by leading venture capital and private equity firms as well as established public and private organizations. With offices in North America, EMEA, & APAC, our team of industry and functional experts leverage their deep networks to connect companies with leading talent to transform businesses and industries. True was recognized as a 2022 best workplace by Inc. Magazine for the 3rd year and is North America’s sixth largest firm in the industry according to the recently published Hunt Scanlon annual ranking. True was founded on the belief that doing good is the pathway to doing well. Our growth and success are a by-product of our values—treating people right, listening to new ideas and keeping culture at the heart of our business.

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 the 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
• Organize 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
• Manage incoming and outgoing mail/packages for internal and external stakeholders as needed
• Ensure 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 the details 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 type of role
• Proficient skills using Apple and G-Suite
• Consistent record of handling numerous projects and competing demands with quick timelines and daily/weekly deliverables

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.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.