Executive Assistant/Project Coordinator - Odgers Berndtson Calgary

Position : Full Time Position for Executive Assistance / Project Coordinator

Location : Calgary, Alberta

Address : Suite 3320, 421 7 Avenue Southwest, Calgary, Alberta T2P 4K9 (permitted to occasionally work from home within the Calgary Metropolitan Area)

Hours of Work : 40 hrs / week

Language : English

Benefits : Eligible for discretionary bonuses and / or salary increases in accordance with company policy. Eligible for dental insurance, disability insurance, and extended medical insurance.

Salary : $64,002 per year

Odgers Berndtson is a global leader in executive search, committed to providing an integrated approach to talent management.

Identifying, assessing, and supporting compelling leaders who make strong candidates for leadership teams that significantly impact businesses and our communities.

If you are a naturally curious and an eager learner, have a passion for engaging with a variety of successful professionals and want to learn more about private and public sector companies in Canada, you could be a great fit here!

We are looking for a highly motivated Executive Assistant / Project Coordinator to join our Calgary office. The position will be responsible for managing the reception desk, providing general office services support as well as supporting the delivery of project outcomes.

A successful candidate in this role will demonstrate excellent attention to detail, timely execution of responsibilities and have experience supporting senior management in a professional services or executive search firm.

If you are looking to develop your skills further and join a company where you can add value, then this could be the opportunity for you.

Duties :

• Conduct research and compile data to prepare, coordinate, format and standardize any and all documents needed for consideration by Partners regarding business development and search delivery (includes Partners’ business development brochure, proposals, PowerPoint presentations, confirmation letters, position descriptions, resumes, profiles, interview assessment records, rationales, references, candidate presentations, interview schedules, interview guides, assessment guides, offer letters, project review forms) working closely with Partner and search team members
• Create, keep and maintain accurate hard / soft files and records of all ongoing business development and search assignments, including candidate information, that the partner and team is involved with
• Maintain and manage partners’ calendars (schedule & update)
• Fulfill Partner’s business requirements / requests in a timely and successful manner, including all business travel arrangements
• Analyze and handle incoming / outgoing correspondence (email / telephone / videoconference) in a professional / efficient manner
• Track expenses for Partner and submit using the accounting platform for approval, track expenses report etc.
• Develop a strong understanding of and ability to use the Salesforce database to capture project-related activities, correspondence, etc.
• Assist in the daily follow-up of correspondence, as required
• Arrange and serve client & candidate food and beverage requirements
• Support in planning, organizing and hosting office / social events
• Juggle reception duties when required
• Prepare agendas and arrange and participate in timely team meetings for each assignment from Search Preparation and Research through to progress updates to the Project Close meetings
• Perform all duties, as required by members of the project team(s), to assist in the effective operations of search projects and the general industry vertical administration
• Liaise between Partners and the project team / client and candidates, arrange client / candidate interviews and foster positive client / candidate relations to create trust and confidence
• Be aware of each search’s status at all times in order to act as an informed backup in communicating project progress to firm member, client contacts and candidates
• Ensure prompt follow through during an assignment; ensuring that the Partner(s) keep clients and candidates up to date on status, and at the end of the project;
• ensuring that all candidates have been properly turned off by the partner; thank you letters have been sent to sources, references and clients;

gifts (if appropriate) have been sent to placed candidates

• Close projects in a timely manner all files and the database are up to date
• Offer creative ideas to further streamline search and / or administrative practices
• Participate in internal project review sessions
• Attend and participate in Delivery Team meetings; contribute to a team environment

Education and Experience :

• Completion of secondary school
• University graduate
• 1+ years’ experience with global executive search firms is required
• Experience in a related executive assistant or administrative role is required
• Proficiency in Microsoft Office is required
• Strong organizational and project management abilities
• Strong interpersonal, communication and written skills

Odgers Berndtson is deeply committed to diversity, equity, and inclusion and encourages applicants from all equity-deserving groups.

We would like to thank all applicants but regret that we are only able to personally contact those individuals whose backgrounds best match the requirements for the role.

Odgers Berndtson Canada is an equal opportunity employer. In accordance with the Accessible Canada Act, 2019 and all applicable provincial accessibility standards, upon request, accommodation will be provided by Odgers Berndtson throughout the recruitment, selection and / or assessment process to applicants with disabilities.