Executive Assistant

Our client, an Executive Search firm in the King of Prussia area, is seeking a Project Manager (Executive Assistant) to provide support to a Vice President and their team in the firm to also oversee the executive search timeline and process. The PM is responsible for the flow of information from the candidates to the clients and vice versa. The PM will be responsible for document preparation and management, scheduling candidate and client interviews and meetings, expense reports, file management, and other projects as assigned. The ideal candidate is a strong team player, has excellent writing skills and has a minimum of five years of experience.

Duties include, but are not limited to:

  • Maintaining the VP’s calendar and manage the interview scheduling process
  • Responsible for the administration of the search process for all team search assignments
  • Work with VP and team on weekly update charts
  • Formatting, editing, proofreading, preparing and transmitting client deliverables
  • Preparing travel itineraries internally, client or candidate in any part of the search process
  • Supporting search team with account management and client relationship, including consultant expenses, client invoices/receivables and other financial reports
  • Creating and maintaining an efficient file management and follow-up system for all search processes
  • Maintaining client and candidate communications through scheduling and prioritizing telephone and email communication
  • Maintaining client, candidate and companywide confidentiality
  • Build external relationships to ensure interviews are scheduled timely, efficiently, and seamlessly
  • Ensure search kick-off meetings and weekly client update calls are scheduled for each search
  • Participate on client update calls and track action items/next steps
  • Create an organization system to track the status of each search and candidate
  • Work with the VP to be sure they prep/debrief candidates before/after interviews
  • Keep our candidate tracking system up-to-date throughout the search process
  • Raise red flags! Stay in communication with all candidates, and inform the VP when they may need to step in; additionally, consistently identify when we are getting off-track, and communicate the concern
  • Stay involved, be informed and always have the answers!

Qualifications:

  • Bachelor’s Degree required
  • 5+ years of administrative experience in roles requiring strong project coordination
  • Proficient knowledge of all Microsoft Office products
  • Excellent communication skills—verbal, written and listening
  • Experience dealing with people at all levels of an organization
  • Sense of urgency
  • Strong work ethic
  • Ability to multitask effectively and efficiently and also work independently
  • Demonstrates strong business ethics (honesty, integrity, confidentiality, discretion) in all situations
  • Strong team player
  • Maintains composure in fast-paced, rapidly changing environment

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