Administrative Assistant Coordinator

Position Summary & Responsibilities

The Administrative Assistant/Project Coordinator will be responsible for providing project coordination and administrative support to their assigned consultant(s) in a search practice.

Specific responsibilities include, but are not limited to:

Provide project coordination and management of all opportunities and engagements being executed by consultant(s) and on-going business development projects, including monitoring the process, assuring completion of internal and external documentation, and attachment of required documents to Searcher database.

Searcher is Korn Ferry’s core application used to help conduct candidate searches and candidate sourcing.

Searcher is a two-tier client-server application built by Korn Ferry and used worldwide to help gather information about companies, executives and engagements.

Engagement responsibilities include:
Open and close engagements properly in Searcher and PSA or using cross-border alternatives; assure that all required documentation is completed and processed Review/approve monthly client billing invoices to insure accurate invoicing; monitor Accounts Receivable Aging Detail and Unbilled Expenses and assist in timely account collections Draft proposals, position specifications and candidate resumes, in coordination with other Administrative Assistant/Project Coordinators and consultants on the team Schedule Zoom/TEAMS video conference meetings and candidate meetings with clients Ensure that candidate education verifications are completed on a timely basis Ensure accurate and timely Searcher notations for candidates, engagement and business development individuals/companies Assist in business development as needed/necessary including using Internet to research companies, individuals and industries; Update consultant’s business development database (BD+) on the firm’s proprietary database, Searcher Monitor all engagements exported or shared with other offices and/or consultants worldwide Review all reports from Accounting to ensure accuracy, requesting corrections when and where necessary Prepare and submit accurate and timely expense reports for consultants and timesheets for self, reconcile Diners Club statements Ensure effective coordination of workflow by partnering with the Director of Administration and other office staff when necessary Periodic backup telephone support for other Admins, consultants and/or Reception during lunch and absences Keep up to date on KF policies and procedures and software by reviewing all emails and attending training sessions when necessary Participate in training new hires and temporary staff Handle a high volume and variety of calls from clients, candidates, business development contacts and job-seekers Maintain Partner’s business calendar and coordinate travel and interview schedules; prepare detailed itinerary for each trip (heavy travel schedule, both domestic and international) Maintain Partners contact directories (Searcher, Outlook and lists)

Professional Experience & Qualifications
5 to 10 years Administrative and/or Project Coordination experience, preferably with a Professional Services organization A Bachelor’s degree (or degree in progress) in business or a related field is highly preferred PowerPoint, Salesforce and Concur High degree of professionalism and competence Desire and commitment to learn the “craft” at the highest level, and be an integral part of the team Dependable and discreet Strong work ethic and sense of personal and professional integrity Inter-personally and intellectually flexible to accommodate needs of business Thrives in highly stimulating environment Good sense of humor Ability to relate to others in a positive and helpful manner and build credibility and positive relationships with all of the firm’s key constituencies Self-motivated, energetic, tenacious with a “can-do” attitude, willingness to accept new challenges, find out-of-the-box solutions and able to work without direct supervision Ability/willingness to “partner” with consultant and serve as a team player Self-confident and assertive Positive attitude Excellent written and verbal communication skills, with a desire to communicate actively at all levels within and outside of the firm Meticulous attention to detail and superior organizational skills Able to manage and prioritize multiple tasks simultaneously Ability to stay focused and complete assignments within given time frames and required deadlines