Team Coordinator / Project Assistant - City

A leading Talent and Leadership Advisory company based in the City is looking for a Project Coordinator / Team Coordinator to join their ever expanding team. 

This role has a PA element but far more about the project management of assignments so are ideally looking for someone looking to work in a project related environment.

Needs someone who has been extremely highly client facing, used to communicating across a business with a variety of stakeholders and taking responsibility and ownership of projects.

Project Assistant / Team Coordinator Purpose:

The Project Delivery Co-ordinator plays an essential part in overseeing the smooth co-ordination of multiple assignments, liaising directly across high profile candidates, and clients to ensure that expectations around delivery are set and managed effectively. 

Key project coordination responsibilities

• Initial project set up:

• Send out client agreements forms, ensuring that they are signed and returned
• Ensure that all relevant invoicing information and/or purchase numbers are provided.
• Arrange briefing sessions with the Partners and Research Consultants
• Provide supportive challenge where timetables and commitments are unrealistic or challenging
• Block out relevant diaries, rooms/venues and make travel arrangements
• Liaise with internal teams to co-ordinate the set-up of appropriate micro-sites, ensuring sign off and approval processes are agreed and followed. 
• Provide relevant office support teams with details of visiting colleagues, clients or candidates

• Resourcing:

• Liaise with Research Leads to ensure that people are assigned to projects ASAP.
• Wherever possible provide a clear line of sight of new roles in the pipeline.
• Schedule briefing time and evaluation time with associates at the beginning and end of assignments.

• Project Co-ordination & Delivery

• Monitor and drive the progress of each search
• Ensuring that paperwork is prepared and delivered within agreed timeframes at each stage of the process. 
• Check emails relating to project delivery where Partners and Consultants are unavailable.
• Respond to any urgent requests and enquiries in the absence of the Partner or Consultant, or bringing immediate attention to anything of concern or consequence
• Speak to candidates to arrange a preliminary and/or final panel interviews
• Set up online assessments where required, calling candidates to brief them so that they understand what to expect. 
• Oversee the collation and distribution of client reports
• Liaise with outsourced pack providers to arrange hard copy packs as appropriate. 
• Organising references for final panel candidates
• Ensure in-house database system is updated at all times.
• Arrange feedback calls with candidates that attended final panel
• Support Partners and Consultants to co-ordinate regular check in meetings with placed candidates and active clients.
• Liaising with Finance throughout the assignment process so that appropriate invoices can be sent at each stage
• Support candidates where required throughout the application process, answering any queries that they may.
• Send feedback requests for shortlisted & appointed candidates as well as relevant client contacts.

Person specification:

This role requires someone truly exceptional, someone who is passionate about their work, open to new ideas and focused on delivering consistently high quality results that enrich their business.

Key skills:

• Ability to communicate effectively with clarity
• Experience of providing successful project administration & support in a dynamic business function.
• Well-developed interpersonal skills and the ability to motivate people to work as a team.
• Strong MS office in particular Excel.
• Ability to learn internal systems and CRM tools.
• Ability to prioritise and balance constantly changing and conflicting requirements
• A commitment to delivering high quality work
• Strong attention to detail and proven ability to check reports and cross check peers work to guarantee quality
• Ability to self-assess, and set personal goals