Job Description
The Executive Search Coordinator plays a vital role in the success of national executive search engagements. With precision, professionalism, and foresight, this individual ensures the smooth orchestration of complex projects—while serving as the key liaison between consulting partners, clients, and candidates.
This is a position of influence and trust, where discretion, responsiveness, and the ability to manage sensitive information are paramount.
KEY RESPONSIBILITIES
Relationship Management
Serve as a key point of contact for candidates, clients, and internal teams—reflecting the firm’s reputation for excellence in customer service.
Handle confidential communication with professionalism and poise.
Project Coordination
Schedule interviews, stakeholder consultations, reference checks, and meetings across multiple time zones.
Coordinate travel logistics, candidate relocation support, and consultant itineraries.
Monitor project milestones and proactively manage deadlines, deliverables, and partner communications.
Systems & Data Management
Act as the super-user for our applicant tracking system and portals. Maintain data integrity, accuracy, and currency.
Track KPIs, pipelines, and national practice activity for reporting and analysis.
Proposal & Research Support
Support consultants in preparing proposals and RFP responses.
Conduct competitive intelligence scans and brief consultants on opportunities or candidate movement.
Assist with formatting, proofreading, and quality control for search profiles, client documents, and advertisements.
Operational Excellence
Support invoicing, expense reconciliation, and general accounting functions in collaboration with our finance team.
Coordinate quality assurance reviews and drive continuous improvement based on client feedback.
Identify and implement strategies to improve internal workflow and enhance client/candidate experience.
QUALIFICATIONS
10+ years in a fast-paced, client-facing professional environment.
Experience supporting executives in highly sensitive and confidential settings.
Full fluency in Microsoft Office Suite and CRM systems; ATS experience is an asset.
Experience with social media and website content management is considered an advantage.
Ability to work independently and effectively in a fully remote team structure.
IDEAL ATTRIBUTES
You are:
Trusted, reliable, and deeply discreet.
Meticulous in your attention to detail and accuracy.
A strong writer with exceptional organizational skills.
Comfortable managing complexity, ambiguity, and competing priorities.
Client-focused, emotionally intelligent, and solutions-oriented.
Curious, tech-savvy, and continuously seeking ways to add value.
You bring a sense of urgency, anticipation, and ownership to your work—making sure that every search is on track and that clients and candidates feel valued and supported every step of the way.
CORE COMPETENCIES
Relationship Building – Warm, respectful, and skilled at fostering trust
Scheduling & Coordination – Expert in juggling logistics and managing calendars across time zones
Communication – Clear, concise, and professional in both writing and speech
Time & Priority Management – Skilled at navigating high volume and fast-paced workflows
Initiative & Innovation – Proactive, solutions-focused, and always seeking better ways to work
Business Conduct – Maintains high standards of professionalism, confidentiality, and integrity
This is a position of influence and trust, where discretion, responsiveness, and the ability to manage sensitive information are paramount.
KEY RESPONSIBILITIES
Relationship Management
Serve as a key point of contact for candidates, clients, and internal teams—reflecting the firm’s reputation for excellence in customer service.
Handle confidential communication with professionalism and poise.
Project Coordination
Schedule interviews, stakeholder consultations, reference checks, and meetings across multiple time zones.
Coordinate travel logistics, candidate relocation support, and consultant itineraries.
Monitor project milestones and proactively manage deadlines, deliverables, and partner communications.
Systems & Data Management
Act as the super-user for our applicant tracking system and portals. Maintain data integrity, accuracy, and currency.
Track KPIs, pipelines, and national practice activity for reporting and analysis.
Proposal & Research Support
Support consultants in preparing proposals and RFP responses.
Conduct competitive intelligence scans and brief consultants on opportunities or candidate movement.
Assist with formatting, proofreading, and quality control for search profiles, client documents, and advertisements.
Operational Excellence
Support invoicing, expense reconciliation, and general accounting functions in collaboration with our finance team.
Coordinate quality assurance reviews and drive continuous improvement based on client feedback.
Identify and implement strategies to improve internal workflow and enhance client/candidate experience.
QUALIFICATIONS
10+ years in a fast-paced, client-facing professional environment.
Experience supporting executives in highly sensitive and confidential settings.
Full fluency in Microsoft Office Suite and CRM systems; ATS experience is an asset.
Experience with social media and website content management is considered an advantage.
Ability to work independently and effectively in a fully remote team structure.
IDEAL ATTRIBUTES
You are:
Trusted, reliable, and deeply discreet.
Meticulous in your attention to detail and accuracy.
A strong writer with exceptional organizational skills.
Comfortable managing complexity, ambiguity, and competing priorities.
Client-focused, emotionally intelligent, and solutions-oriented.
Curious, tech-savvy, and continuously seeking ways to add value.
You bring a sense of urgency, anticipation, and ownership to your work—making sure that every search is on track and that clients and candidates feel valued and supported every step of the way.
CORE COMPETENCIES
Relationship Building – Warm, respectful, and skilled at fostering trust
Scheduling & Coordination – Expert in juggling logistics and managing calendars across time zones
Communication – Clear, concise, and professional in both writing and speech
Time & Priority Management – Skilled at navigating high volume and fast-paced workflows
Initiative & Innovation – Proactive, solutions-focused, and always seeking better ways to work
Business Conduct – Maintains high standards of professionalism, confidentiality, and integrity
💡 Quick Summary
Seeking a career-building opportunity? The Executive Search Coordinator position is now open for candidates interested in the Human Resource (HR) Jobs sector. This role in Calgary offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Human Resource (HR) Jobs is a plus.