Project Administrator – Executive Search
Based in Sydney and reporting to the Administration Operations Manager in Brisbane, this role supports the Executive Search team with administrative tasks, covering Project Coordinators during leave and assisting with overflow duties.
Key Responsibilities
* Provide annual leave cover for Project Coordinators and support the Practice EA during absence.
* Manage diary, travel, expenses and correspondence for the Practice and partners.
* Draft, format and proofread Practice documents including Longlist & Shortlist reports, candidate and reference reports.
* Schedule, organise and log candidate interviews in Searcher & Outlook.
* Deliver professional and timely customer service via phone, email and in person.
* Monitor accounts receivable aging debtors and follow up with clients.
* Act as liaison to keep stakeholders updated on assignment activities.
* Arrange travel and accommodation through Corporate Traveller for partners and candidates, ensuring accurate coding.
* Initiate and monitor due‑diligence checks through HireRight and finalize DD reports for client distribution.
* Create and manage new client opportunities in Salesforce and PSA, ensuring accurate data and proper tagging.
* Support senior partners and communications directors with event planning, logistics, invitations and post‑event follow‑up.
* Provide reception cover, greet visitors and manage phone/email inquiries.
* Support MS Teams meeting room setup and troubleshoot technical issues.
Professional Experience / Qualifications
* 5+ years of experience supporting leaders and senior professionals in fast‑paced, client‑focused environments.
* Expertise in diary management, scheduling logistics for key talent and client interviews.
* Experience in complex travel arrangements both domestically and internationally.
* Advanced PowerPoint skills and high proficiency in Microsoft Office (Outlook, Word, Excel).
* Assertive communicator with proven ability to liaise across teams, manage competing priorities and maintain confidentiality.
* Recognised for professionalism, attention to detail and delivering high‑quality outputs under tight deadlines.
* Experience in event coordination and internal communications.
Equal Employment Opportunity Statement
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or veteran status or any other characteristic protected by federal, state, or local law.
Background Check
Successful candidates will need to complete background checks as part of the recruitment process, including criminal, education credentials, employment history, and other relevant information.
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