Executive Search Coordinator

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THE ROLE

The Executive Search Coordinator is a key operational partner within WittKieffer’s search delivery model. This role supports search consultants, clients, candidates, and internal partners by coordinating the logistics, communications, documentation, and administrative activities that keep executive search engagements moving forward with accuracy, professionalism, and urgency.

Serving as a central point of coordination throughout the search lifecycle, the Executive Search Coordinator helps ensure a high-quality experience for consultants, clients, candidates, and internal colleagues. The position requires strong organization, sound judgment, polished communication, technical proficiency, attention to detail, and the ability to anticipate needs, manage competing priorities, and resolve issues proactively.

This is a fast-paced, deadline-driven role that requires ownership, flexibility, and a strong service orientation. Successful Executive Search Coordinators are self-starters who operate with discretion, follow through reliably, adapt to changing priorities, and consistently deliver high-quality work in a collaborative, team-based environment.

Work will be conducted in a remote environment. This position offers a base salary of $50,000 to $60,000, plus a target bonus of 5% of base salary. Salary within our ranges is determined by your education, experience, knowledge, skills, and abilities, as required by the role, as well as internal equity and alignment with market data. WittKieffer offers a full benefits package including medical, dental, vision, 401(k), life and disability insurances, and generous paid time off.

RESPONSIBILITIES

The Executive Search Coordinator is expected to demonstrate the following competencies and responsibilities while supporting search engagements from launch through completion:

Search Project Coordination and Execution:

• 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.

• Monitor priorities, preferences, deadlines, and project changes; adjust workflow as needed to support search progress and stakeholder expectations.

• Complete administrative and operational processes, including expense reporting, meeting preparation, data entry, tracking, and other search-related tasks, in a timely and accurate manner.

Communication and Stakeholder Service:

• Communicate clearly, professionally, and responsively with consultants, clients, candidates, and internal partners through email, phone, video, and in-person interactions.

• Manage high-volume correspondence with sound judgment, concise writing, appropriate tone, and timely follow-through.

• Provide proactive updates, surface risks or delays early, and ensure key constituents have the information needed to move work forward.

Collaboration and Cross-Functional Partnership:

• Build effective working relationships across departments, including Research, IT, Finance, and other administrative partners, to support seamless search execution and timely resolution of operational needs.

• Partner with fellow Executive Search Coordinators to balance workload, share knowledge, maintain service continuity, and support team-wide consistency.

• Navigate multiple sources of direction with professionalism, sound prioritization, and a collaborative, service-oriented approach.

Ownership, Adaptability, and Problem Solving:

• Take ownership of assigned responsibilities, follow through on commitments, and independently move work forward while knowing when to ask questions, seek guidance, or escalate risks.

• Adapt effectively to shifting timelines, competing priorities, stakeholder preferences, and evolving business needs in a fast-paced environment.

• Identify potential roadblocks early and use judgment, available resources, and collaboration to resolve issues efficiently and appropriately.

Document Quality, Data Integrity, and Confidentiality:

• 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, in alignment with firm standards.

• 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.

• Stay current on internal communications, processes, tools, templates, and resources to ensure work is completed accurately, efficiently, and consistently.

Perform other duties as assigned.

Qualifications:

• High school diploma or equivalent required; an associate or bachelor's degree preferred. 

• 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, including the ability to draft clear correspondence, adapt tone appropriately, and provide responsive, professional service to internal and external stakeholders.

• Strong editing, proofreading, formatting, and document preparation skills, with careful attention to accuracy, consistency, presentation, and overall quality.

• 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. 

Critical Competencies:

• 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.

Witt/Kieffer Inc. ("WittKieffer") provides equal employment opportunities to all employees and applicants. WittKieffer will recruit, employ, train, promote and compensate our employees without regard to race, religion, creed, color, national origin, citizenship, gender, pregnancy, military status, age, marital status, sexual orientation, sexual identity, disability or any other personal characteristic protected by applicable federal, state or local law. WittKieffer will endeavor to make reasonable accommodation, as required by law, for qualified individuals with known disabilities or religious practices unless doing so would result in an undue hardship on the operation of our business.