Senior Project Coordinator and Executive Assistant

Innovative Outsourcing; United States; On-site; USD 90,000 - 100,000; Full time

Benefits offered by this job

Bonus opportunities

Comprehensive benefits package

PTO and paid holidays

Job summary

Innovative Outsourcing is seeking a Senior Project Coordinator and Executive Assistant to support senior leaders in a fast-paced, professional environment. You will coordinate recruiting processes across searches, manage scheduling, travel, and candidate materials, and ensure timely follow-up.

You will drive operational efficiency, help develop business with leaders, and maintain accurate information in CRM/ATS.

Qualifications

• 5+ years of professional experience in administrative, project coordination, recruiting support, operations, or similar role.
• Experience in staffing, executive search, recruiting, professional services, or fast-paced client-service environment preferred.
• Proficiency with Microsoft Outlook, Word, PowerPoint, and Excel.

Responsibilities

• Drive recruiting coordination across multiple searches, including scheduling interviews, arranging travel, and managing candidate materials.
• Maintain accurate candidate information in company systems and databases.
• Prepare candidate pipeline reports, postings, resumes, and client-facing materials.
• Monitor leadership communications to ensure timely responses and follow-ups.
• Track open items and deadlines, following up with stakeholders as needed.
• Anticipate next steps, identify gaps, and take action to prevent delays.
• Support business development activities and provide project/administrative support to senior leaders.

Skills

Recruiting coordination

Executive support

Project management

Communication

CRM

ATS

Microsoft Office

Time management

Problem solving

Tools

CRM platforms

ATS platforms

Microsoft Office Suite

LinkedIn

Job description

Job Description

Our client is a boutique executive search firm known for delivering a highly personalized, high-touch experience to clients and candidates. With an entrepreneurial and collaborative culture, the firm partners with organizations to identify exceptional leadership talent across North America and internationally.

This is an opportunity to work alongside experienced senior leaders in a fast-paced, professional environment where initiative is valued, contributions are visible, and every team member plays an important role in the firm’s continued success and growth.

Senior Project Coordinator and Executive Assistant

Are you a proactive problem solver who enjoys finding creative ways to deliver on your commitments? Do you thrive in a dynamic environment where you’re balancing a variety of day-to-day responsibilities while keeping multiple projects moving forward?

Once you understand what’s expected, are you energized by taking ownership and independently getting it done? Are you someone who anticipates what needs to happen next, catches details others may miss, and follows through without needing reminders?

If you enjoy working in a collaborative, high-performance environment, serving as a trusted right hand to senior leaders, improving processes, and helping a team operate more efficiently, this could be the role for you.

The Senior Project Coordinator and Executive Assistant is an integral member of the team, with three primary areas of responsibility:

1. Drive the efficiency of their recruiting process and demonstrate responsiveness—an important part of their brand— by serving as a key point of coordination with clients and candidates throughout the search process.
2. Improve the efficiency and effectiveness of our candidate and client management processes, ensuring relevant information is accurately captured in their systems and files in a timely manner and that important details and follow-ups don’t fall through the cracks.
3. Proactively support firm leaders and their teams by keeping priorities, communications, projects, and business development activities organized and moving forward.

Primary Accountabilities

Recruiting Coordination and Operational Effectiveness

• Coordinate recruiting processes across multiple searches simultaneously, including scheduling candidate interviews, booking travel, managing candidate expense reports and background checks, and ensuring resumes and other materials are provided to clients in advance of interviews.
• Maintain real-time, accurate candidate information within company systems and databases.
• Collaborate with recruiting teams to prepare candidate pipeline reports, job postings, LinkedIn posts, resumes, job descriptions, and other client-facing materials.
• Monitor leaders’ communications as requested to help ensure timely responses and follow-up through email, LinkedIn, and other channels.
• Track open items and deadlines through completion, proactively following up with team members, candidates, clients, and other stakeholders when necessary.
• Anticipate next steps, identify potential gaps or delays, and take action before they become problems.
• Look for opportunities to improve processes, organization, and overall team efficiency.

Business Development and Leadership Support

• Support leaders in preparing for business development meetings, including gathering relevant company, executive, industry, and background information as needed.
• Proactively research trends and insights relevant to the firm’s practice areas and collaborate with the team to translate them into marketing materials, LinkedIn posts, and other content.
• Identify relevant networking opportunities and support leaders with registration, preparation, and follow-up for industry conferences, speaking engagements, and other events.
• Maintain awareness of executives and relationships within the firm’s network to help ensure contacts and follow-ups occur in a timely and consistent manner.
• Assist with tracking business development activities, meetings, and follow-ups to help keep opportunities moving forward.
• Provide project and administrative support to senior leaders as priorities and needs arise.

Characteristics, Skills and Experience

• Highly detail-oriented and persistent about ensuring commitments are fulfilled and details are handled accurately.
• Proactive and self-directed , with the confidence to anticipate needs, keep leaders organized and on track, and respectfully drive follow-up when needed.
• Strong sense of urgency and exceptional follow-through; takes ownership of assignments from beginning to end and closes the loop without requiring significant oversight.
• Comfortable working with highly driven senior leaders who maintain high standards for accuracy, responsiveness, organization, and execution.
• Able to manage multiple searches, projects, deadlines, and competing priorities simultaneously while determining what requires immediate attention.
• Resourceful and solutions-oriented; when presented with a problem, enjoys figuring out how to solve it rather than waiting for step-by-step direction.
• Strong written and verbal communication skills, including excellent proofreading skills and attention to presentation and formatting.
• Excellent judgment and discretion when handling confidential candidate, client, and business information.
• 5+ years of professional experience in an administrative, project coordination, recruiting support, operations, or similar role within a dynamic work environment.
• Experience within staffing, executive search, recruiting, professional services, or another fast-paced client-service environment is strongly preferred.
• Proficient with Microsoft Outlook, Word, PowerPoint, and Excel.
• Experience with database management, including Customer Relationship Management (CRM) and Applicant Tracking Systems (ATS), is preferred.
• Strong LinkedIn skills and comfort learning new technology and systems.
• Strong communication, planning, organizational, and time-management skills.

Compensation and Benefits

• Salary: $90,000–$100,000, based on experience and qualifications plus bonus opportunities.
• Benefits: Comprehensive benefits package
• Paid Time Off: PTO and paid holidays