Project Coordinator – Assistant

This is a fully remote position, open to applicants in California.

📋 Description

• Deliver logistical and operational assistance throughout all stages of executive search initiatives.

• Establish an administrative and logistical framework for searches according to specific timelines.

• Anticipate the needs of the organization and facilitate internal processes.

• Oversee complex calendars and manage logistics for both internal and external meetings.

• Coordinate travel arrangements and videoconferencing setups.

• Create and distribute materials for client meetings in both electronic and printed formats.

• Track and reconcile expenses related to search leads and candidates.

• Maintain up-to-date and accurate records in the internal database and shared drive.

• Administer the web application process.

• Ensure confidentiality of relevant materials and communications.

• Serve as the primary liaison among clients, candidates, partners, and search teams.

• Edit and review job descriptions, memos, and other materials intended for external distribution.

• Participate in both firm-wide and team-specific meetings.

• Report to the team Partner or search lead.

⛳️ Requirements

• A Bachelor’s degree and two years of administrative experience in a professional environment are preferred.

• A professional and service-oriented attitude and demeanor.

• A strong commitment to equity, diversity, and inclusion.

• Cultural competence to interact effectively across various lines of difference.

• A broad intellectual curiosity.

• Exceptional written and verbal communication skills.

• High interpersonal effectiveness.

• Technologically adept.

• Strong attention to detail.

• Excellent organizational and project management capabilities.

• Ability to evaluate and adjust priorities in a fast-paced, dynamic environment.

• Proficiency in problem-solving and the ability to proactively identify and address potential issues.

• Experience, knowledge of, and enthusiasm for the nonprofit sector is preferred.

• Capability to work independently while exercising discretion.

• Sound judgment when interacting with various stakeholders and handling confidential matters.

• Strong organizational skills and meticulous attention to detail.

• A solid personal integrity and work ethic.

• High proficiency in Microsoft Office, especially Outlook, is preferred.

• Previous experience in calendar management and scheduling.

• Prior experience with databases.

• Strong overall technological skills.

• Exceptional interpersonal skills with the ability to foster rapport and trust among diverse groups.

• Ability to juggle multiple projects and competing priorities while delivering high-quality work on schedule.

• Capability to quickly learn new subject areas.

• Commitment to IM’s core values, including diversity and inclusivity.

• A collegial and collaborative spirit.

• Strong written and verbal communication skills, including active listening.

• Interest in the mission of IM’s client base.

🏝️ Benefits

• Non-contributory health and dental insurance.

• Profit-sharing pension plan.

• Employee stock ownership plan.

• Employee-owned company.

• Competitive salary and benefits package.