Project Coordinator/Float Assistant

Job Reference: BBBH72979

Posted by: Gemma Foss

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Permanent
Industry: Recruitment Consultancy
London, UK
Negotiable

Description of role:

Project Coordinator/Float Assistant – Executive Search

Permanent

Hybrid – 2 days office based after Probation

North London

Hours: 9am-6pm

Is this the role for you:

Our client, an Executive Search firm, is seeking a Project Manager/Float Assistant for a dynamic, external-facing role that involves managing senior executive interactions, candidates, clients, and internal stakeholders. This position requires a balance between driving the search time-line and handling heavy administrative tasks such as managing diaries and inboxes. The ideal candidate is highly organised yet adaptable, capable of managing constant change and reprioritisation. You will provide vital cover during Project Managers’ absences, supporting various teams and Directors.

Core hours are 09.00-18.00, with an initial requirement to be in the office 3-4 days per week to build internal relationships and effectively support the teams.

What you will do:

Our client is looking for a highly organised and proactive Project Coordinator/Float Assistant to lead the coordination and delivery of search assignments. This role involves managing search time-lines, ensuring deadlines are met, and maintaining thorough documentation. You will develop robust working relationships with internal and external stakeholders, act as the point of contact between clients and candidates and arrange and confirm candidate interviews. You will also be responsible for setting up and managing various meetings, preparing client update reports, tracking and processing candidate expenses, and generating invoices.

In addition to search process management, you will support business development efforts by creating mailing lists, managing VIP and placed candidates lists, assisting with event planning, and maintaining client relationships. You will also handle administrative tasks such as preparing terms of business, proposals, candidate profiles, presentations, and other materials. Complex diary management, arranging transportation, and covering for other team members during leave are also key components of this role.

What you will need:

This role requires a positive demeanour, excellent time management, and the ability to handle multiple conflicting priorities without losing composure. The ideal candidate will have acute attention to detail, excellent organisational skills, and the ability to foresee and prevent potential issues proactively. Strong communication skills, both oral and written, are essential, as is the ability to interact professionally with clients, candidates, and colleagues. The successful candidate will also demonstrate advanced proficiency with standard office equipment and quickly adapt to new technology. They must exhibit sound judgement, work effectively without constant supervision, and be a supportive team player.

A background in Executive Search Consultancy is desired.

If you possess these qualities and are looking for a challenging and rewarding role, we encourage you to apply.

Apply now for consideration.

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