Executive Assistant/Project Coordinator

Beacon Hill Staffing Group, LLC; Chicago (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

Beacon Hill Staffing Group, LLC in Chicago is seeking a Project Coordinator to serve as a strategic partner to consultants, coordinating executive search and advisory engagements. You will act as the glue connecting internal teams while balancing client and candidate needs in a fast-paced setting.

The role requires 3+ years of supporting C-Level executives, strong communication, and excellent organizational skills.

Qualifications

• 3+ years of supporting C-Level executives.
• Bachelor's degree preferred.
• Proactive problem solver with strong business judgment and attention to detail.
• Ability to prioritize, organize, and multi-task in a fast-paced environment.
• Excellent interpersonal and relationship-building skills.
• Strong communication skills and service orientation.

Responsibilities

• Oversee and manage the process for each assignment, ensuring all steps are on track.
• Proactively coordinate team efforts to move projects forward.
• Communicate critical updates to teams and adjust project plans as needed.
• Schedule business-related meetings, calls, and interviews.
• Manage and own communication with clients and candidates.
• Create, edit, and format client-facing documents (e.g., status memos, job specs, proposals).
• Build and maintain strong relationships with clients, candidates, and internal teams.
• Serve as the main point of contact for clients and candidates in the local office.
• Manage financial aspects such as expense reports, client invoicing, and tracking receivables.
• Maintain the integrity of confidential databases and support data entry.
• Support business development activities, including planning, content creation, and tracking outcomes.

Skills

Supporting C-Level executives

Proactive problem solver

Prioritization

Interpersonal skills

Strong communication

MS Office

Excel

PowerPoint

Education

Bachelor's degree preferred

Tools

MS Office

Excel

PowerPoint

Job description

Beacon Hill was founded to set a new standard in search, career placement and flexible staffing.

We are working with a consulting firm that is looking to bring on a Project Coordinator to their team.

As the Project Coordinator, you will serve as a strategic partner to consultants, driving all aspects of executive search and advisory engagements.

You will be the "glue" that connects and coordinates internal teams, while balancing the needs and expectations of clients and candidates.

This is a dynamic, fast-paced role that requires adaptability, proactive problem-solving, and exceptional communication skills

Key Responsibilities:

• Oversee and manage the process for each assignment, ensuring all steps are on track
• Proactively coordinate team efforts to move projects forward
• Communicate critical updates to teams and adjust project plans as needed
• Schedule business-related meetings, calls, and interviews
• Manage and own communication with clients and candidates
• Create, edit, and format client-facing documents (e.g., status memos, job specs, proposals)
• Build and maintain strong relationships with clients, candidates, and internal teams
• Serve as the main point of contact for clients and candidates in the local office
• Manage financial aspects such as expense reports, client invoicing, and tracking receivables
• Maintain the integrity of confidential databases and support data entry
• Support business development activities, including planning, content creation, and tracking outcomes

Qualifications:

• 3+ years of supporting C-Level executives
• Bachelor's degree preferred
• Proactive problem solver with strong business judgment and attention to detail
• Ability to prioritize, organize, and multi-task in a fast-paced environment
• Excellent interpersonal and relationship-building skills
• Strong communication skills and service orientation
• Proficiency in MS Office, Excel, and PowerPoint

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.

Benefits Information:

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

We look forward to working with you. Beacon Hill. Employing the Future (TM)