Executive Assistant / Project Coordinator (Hybrid - Chicago, IL)

Our client is hiring a full-time Executive Assistant for their Chicago south Wacker office. They are a premier executive search firm with over four decades of experience connecting organizations with transformative leadership talent.

This role is Hybrid / On-site 2 days a week, Wednesdays required in the office.

The Executive Assistant will provide high-level administrative and project coordination support to the Partner to whom they are assigned and, when needed, will assist other members of the administrative team and the firm at large. This role requires extensive personal interaction with clients, candidates, and senior executives, and demands the highest level of discretion, professionalism, and organizational excellence. The Executive Assistant will manage complex scheduling, documentation, and deliverables, ensuring the seamless execution of search engagements and business development initiatives.

KEY RESPONSIBILITIES

Administrative Support

• Serve as the administrative point of contact for Partner to maintain strong client and candidate relationships.

• Manage calendars, internal meetings, client calls, and video conferences across multiple time zones with keen attention to detail.

• Coordinate Partner travel (domestic and international) as well as timely, accurate expense reporting.

• Handle confidential documents and correspondence related to the operation and management of Our client.

• Support other team members as required, providing timely answers to requests.

Search Management

• Partner with Associates to manage the search process, including preparation of client-facing status reports.

• Prepare and format client-facing documents for new search assignments, including Confirmation Letters and Position Specifications.

• Create and maintain accurate candidate documentation: Candidate Summaries, Reference Checks, background checks, benchmarking reports, and search assessments.

• Coordinate interviews between clients and candidates, including travel arrangements, lodging, and reimbursements.

• Maintain accurate and timely information in the firm’s internal database (Encore) regarding searches, candidate progress, and business development activities.

• Proactively track deliverables and timelines, ensuring all parties are aligned ahead of client meetings and weekly status calls.

Business Development

• Support Partner(s) in business development activities, including scheduling, database entry, and preparation of PowerPoint presentations and pitch materials.

• Draft and proof client-facing correspondence, engagement letters, and reports.

• Conduct light research on company and executive backgrounds to support client pitches and business initiatives.

• Act as thought partner to Partner(s) in advancing business development efforts, ensuring all materials and information are accurate and timely.

Special Projects & Firm Contribution

• Collaborate across the administrative team, sharing workflow and providing coverage as needed.

• Take on special projects at the request of Partner(s) or firm leadership.

• Contribute to the ongoing improvement of processes, templates, and firm-wide systems.

EXPERIENCE

The ideal candidate will have 10+ years of executive support experience in professional services (consulting, legal, financial, recruiting, or similar industries). He/she will be highly skilled in managing complex schedules, coordinating domestic and international travel, and facilitating seamless communication across stakeholders. The candidate will demonstrate mastery of organizational systems and technology tools, including calendar and project management platforms, and increasingly leverage digit...

Qualifications Include:

• Prior experience as an Executive Assistant or Project Coordinator, ideally supporting C-level executives in a professional services environment. Experience at a recruitment/search firm a plus!

• Demonstrated ability to manage multiple priorities, balance competing deadlines, and maintain composure under pressure.

• Experience interacting directly with clients and senior executives with professionalism, discretion, and confidence.

• Proven success in preparing and managing high-volume client deliverables, including reports, presentations, and professional correspondence.

• Strong technical proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook) and video conferencing platforms.

• Demonstrated ability to work independently with minimal supervision, while also excelling in a team-oriented environment.

• Outstanding written and verbal communication skills.

• Professional presence and client-facing demeanor appropriate for interaction with C-suite executives.

• Exceptional organizational skills and meticulous attention to detail.

• High emotional intelligence, maturity, and sound judgment.

• Proactive, resourceful, and solution-oriented with a strong “can-do” attitude.

• Intellectual curiosity and ability to anticipate needs of both Partner(s) and clients.

• Chicago-based hybrid role with a minimum of 2 in-office days per week.

EDUCATION

Bachelor’s degree preferred; equivalent professional experience considered.