Operations Coordinator

We are seeking a proactive, research-driven Operations Coordinator to support business development and recruiting operations. The primary focus of this role is to coordinate projects from kickoff through completion, maintain accurate information across internal systems, track outstanding items, and support consistent processes needed by Account Executives. The coordinator will also assist with candidate lead generation, contact research, scheduling, and day-to-day administrative support.

This is an ideal opportunity for someone who enjoys creating structure, managing details, and helping others stay focused and effective.

Key Responsibilities

• Coordinate multiple client engagements, executive search assignments, and internal projects from kickoff through completion
• Maintain project plans, timelines, task lists, deadlines, deliverables, and clear next steps
• Track outstanding items and proactively follow up with Account Executives and internal team members to keep projects moving
• Identify potential delays, missing information, and process gaps before they affect deadlines or deliverables
• Schedule client meetings, candidate interviews, and internal discussions across multiple calendars and time zones
• Prepare Account Executives for meetings by organizing background information, project updates, candidate details, and outstanding questions
• Document meeting notes, decisions, action items, owners, and due dates
• Maintain accurate client, candidate, and project information within the CRM, project trackers, and shared files
• Track candidate progress, interview stages, feedback, scheduling needs, and follow-up communications
• Format and review resumes, candidate profiles, job descriptions, presentations, reports, agreements, and other confidential materials
• Draft routine client and candidate communications and monitor shared inboxes and incoming requests
• Support research, lead-list development, and contact-information gathering when needed
• Develop and maintain templates, checklists, standard operating procedures, and repeatable workflows
• Prepare regular project updates and help Account Executives prioritize deadlines, follow-ups, and upcoming deliverables

Qualifications

• 2+ years of experience in project coordination, operations, executive support, recruiting coordination, or account management support
• Experience supporting Account Executives, recruiters, consultants, or other client-facing professionals preferred
• Strong organizational and project-management skills with the ability to manage multiple projects and deadlines
• Proactive approach to tracking details, following up, identifying gaps, and keeping work moving forward
• Strong written and spoken English with experience communicating professionally with US-based colleagues, clients, or candidates
• High attention to detail and experience maintaining accurate information across multiple systems
• Proficiency with Microsoft Office or Google Workspace and experience using a CRM, ATS, or project-management platform
• Able to prepare polished documents, reports, presentations, and written communications
• Comfortable working independently, managing changing priorities, and handling confidential information
• Bachelor’s degree in Business Administration, Psychology, Communications, Human Resources, or a related field preferred
• Must be available to work US Central Time and have a computer, stable internet connection, and reliable backup power and internet

What Success Looks Like

• Projects remain organized, current, and on schedule
• Account Executives have clear visibility into priorities, deadlines, and next steps
• Meetings, deliverables, and follow-ups are completed accurately and on time
• Client, candidate, and project information remains complete across all systems
• Account Executives can remain focused on clients, candidates, and business development because project details are being managed reliably