Executive Search Coordinator
$58,000–$62,000 year
RemoteUnited States
Job Summary
Coordinate assigned search activities from launch through completion, ensuring timelines, meetings, candidate touchpoints, internal handoffs, and deliverables are organized, accurate, and completed on schedule. Manage complex calendars, scheduling, travel-related logistics, and meeting details for consultants, clients, candidates, and internal stakeholders with strong attention to accuracy and responsiveness. Complete administrative and operational processes, including expense reporting, meeting preparation, data entry, tracking, and other search-related tasks, in a timely and accurate manner. Communicate clearly, professionally, and responsively with consultants, clients, candidates, and internal partners through email, phone, video, and in-person interactions. Prepare, edit, proofread, format, and finalize client-facing and internal materials, including agendas, memos, proposals, letter agreements, leadership profiles, references, confirmation letters, reports, and search-related narratives. Maintain accurate, current, and complete search information in WittKieffer's proprietary database and related systems to support transparency, reporting, and continuity. Protect confidential candidate, client, consultant, and firm information with discretion, professionalism, and sound judgment at all times. Work in a remote environment.
Required Qualifications
- High school diploma or equivalent
- Associate or bachelor's degree
- Minimum of three years of experience in a fast-paced administrative, coordination, client service, recruiting, executive search, or professional services environment
- Demonstrated strength in complex calendar management, high-volume email management, scheduling across time zones, meeting logistics, and deadline-driven follow-through
- Excellent written and verbal communication skills
- Strong editing, proofreading, formatting, and document preparation skills
- Proven ability to manage multiple priorities, anticipate needs, identify roadblocks, solve problems independently, and escalate issues with appropriate judgment
- High degree of professionalism, discretion, maturity, and sound judgment when handling confidential candidate, client, consultant, and firm information
- Self-motivated, adaptable, collaborative, and receptive to coaching, feedback, process changes, and evolving business needs
- Technologically proficient, with the ability to learn new systems quickly and apply a strong working knowledge of Salesforce, Templafy, Microsoft Outlook, Word, Excel, and PowerPoint
- Experience in executive search, recruiting, healthcare, higher education, academic medicine, nonprofit, social impact, life sciences, or professional services environments
- Experience supporting multiple stakeholders, consultants, executives, client-facing teams, or senior leaders in a collaborative, high-service environment
- Prior experience coordinating projects, managing confidential information, preparing professional documents, and supporting high-touch client or candidate interactions
- Experience recommending or implementing process improvements that strengthen accuracy, efficiency, consistency, communication, or service quality
- Remote work environment
Desired Qualifications
- Bachelor's degree
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