Project Co-ordinator. (Vancouver)

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1 Project Co-ordinator (Vancouver)

2 Who we are Perrett Laver is a leading global executive search firm. We advise private and public organizations on their leadership challenges and their talent agendas. Our passion is in helping organizations that have a positive and transformative impact in society, be they universities, schools, NGOs, charities, public sector bodies or private sector organizations. Global Higher Education Practice The international higher education sector has not experienced a greater time of economic and political uncertainty. Never before have universities needed to compete on so many levels on such a global scale. While universities in the English speaking world remain strong and competitive, there is significant investment in the global East and South which is creating huge opportunity in geographically divergent contexts. Sustainability of, and indeed increases in, research budgets are leading to burgeoning opportunity within the global higher education sector. There remain, however, significant challenges in the market for undergraduate students within any chosen domestic context. Perrett Laver is passionately committed to identifying, engaging and securing the very best leaders for institutions shaping education and research. We share a conviction for the transformative effect that education has on those who benefit from it, whether as students in the classroom, lecture theatre or online, in professional life as alumni or through the impact of global research and translation. North America Perrett Laver opened its offices in North America in April 2013 and in Vancouver in October Our presence in Chicago and West Coast US are highly evolved and this role forms part of the intention to formalize the Vancouver office. The team on the ground focus on the Global Higher Education and Global Development Sectors. They are a dedicated, entrepreneurial and inspired group of professionals who work in close collaboration with colleagues in London where the majority of PL s staff are headquartered. In our first year, we have been targeting Global Higher Education institutions. We have been successful in partnering several institutions on high-level searches including the Presidents of University of Alberta and Saskatchewan as well as Senior Academic and Leadership roles at the Universities of British Columbia and Guelph and York University. Our presence in North America is growing and our recent expansion across the continent to the west coast. Perrett Laver is now seeking to recruit a Project Coordinator for its Vancouver Office. 1

3 Company values Perrett Laver connects some of the world s most influential and vibrant organizations with some of the world s most dynamic leaders connections based on a common set of values and a shared vision for the future. The values that encompass Perrett Laver s staff are courage; conviction; professionalism; making a positive contribution; taking the initiative; being thought through; taking ownership; having a global perspective and commercial drive. We seek those individuals who will embody these values as a part of the Global Development team, as well as the wider Project Management team. Job description As a member of the North American Team and the Project Management Team you report to Gordon Lobay as Consultant Lead in the Vancouver Office and the Head of Project Management Team in London. Standard hours Standard office hours with 30 minutes for lunch. The team The North America team leads on the development of Perrett Laver s operations in the United States and Canada and contributes to the company s growth in the wider North American region. The global Project Management team, including colleagues from all Perrett Laver offices is responsible for the coordination and administrative delivery of executive search projects within the firm. Specific accountabilities are outlined below, but all Perrett Laver colleagues are expected to demonstrate and promote the company s values and quality standards in all that they do. The role As a Project Co-ordinator you will oversee Perrett Laver s internal delivery teams working on our clients appointments, ensuring quality and providing the primary channel for process and administrative communications with clients and candidates on all work. The role requires a person of considerable talent and commitment who has the ability and organizational skills to proactively juggle multiple tasks and perform them with accuracy, along with excellent attention to detail and frequent use of own initiative to solve problems. Excellent time management skills, the ability to prioritize, multitask and remain calm and professional under pressure are all keys to success. There is substantial contact with both clients and candidates, so highly 2

4 developed interpersonal and communication skills are essential, including a strong customer service ethos both internally and externally, and an appreciation of the importance of responsibility, discretion and integrity. The key responsibilities of the post are outlined below. However, as with all colleagues of Perrett Laver, the willingness and ability to be flexible and take on additional tasks and responsibilities when appropriate is essential. 3

5 Key Responsibilities Project management Skills Ability to manage and drive the delivery of projects effectively through the provision of comprehensive and high level support to clients, candidates, consultants and Cells. Activities may include: Manage approximately projects simultaneously and all relating knowledge management and documentation; Take ownership of and responsibility for client relationship management, from a process perspective; Create project timetables according to clients and Perrett Laver s needs/restrictions; Organize meetings with clients and collect, collate and disseminate on-time, accurate and relevant materials internally and externally; Advise on and manage the creation, proof reading, production and approval of advertising campaigns and relating materials; Full management of advertisement responses including handling E&D monitoring/metrics and letting down unsuccessful advertisement candidates; Organize paperwork timetables, and produce and send out high quality, ontime and accurate client paperwork (in soft- or hard-copy version as requested by client); Manage the final interview process of projects for clients including informing successful candidates, arranging meetings/interviews and the relating schedules and logistics, references and psychometric and health assessments; Propose and track the sending of client assignment fee invoices. Client & Candidate Relationships Assessment of the relationship building capabilities required of all project managers and how these skills are deployed and used to deliver better projects. Activities may include: Intentionally working building the project team relationship cohesion; Manage the process carefully by providing up front key planning and ensuring all members of a search team have the right communication at the right time; Ensure all clients and candidates are handled professionally and with care as client/candidate care is a distinctive approach to the firm; Ensure there is an accurate log kept of pertinent correspondence with clients and candidates for firm knowledge management and future business development or relationship management initiatives 4

6 Communications, Team and Knowledge Management Positive contribution to effective team work across business unit (cell), functional teams and delivery teams across the firm. Willingness to work on communication methods and sharing of knowledge gained and best practices implemented. Activities may include: Business Unit Support & Involvement Provide Consultant(s) with instructive, accurate and well prepared documents for their day, manage their diary and all other required PA support duties; Update and maintain the Unit s financial spreadsheet; Support the Consultant(s) in the preparation/sending of BD and sales documentation; Contribute to team spirit and work ethic, ensuring a high quality of Project Management Team output. Team and company involvement Opportunity to manage a portfolio and take on additional responsibilities at the request of your line manager; Contribute to team spirit and work ethic, ensuring a high quality of Project Management Team output. Office Management Office facilities contribute to the development of the Vancouver office in its first year, oversee any office moves. Local suppliers build excellent relationships with existing suppliers (printers, media design agency) and source additional ones as needed, ensuring top service and value for money for Perrett Laver and our clients. Finances - manage purchasing, project costs, invoicing and expenses. Events and Away Days take a lead on organising any Vancouver office events, both with external partners and for colleague Away Days. Finance Assist the finance team in the management of all client fee and recharge invoicing for PL LLC; Assist in final stage debtor chasing for PL LLC; Prepare and process payment runs for suppliers, candidates, and colleague expenses; Track and code costs/expense on relevant Practice/Consultant and Company spreadsheets; Ad hoc finance and administrative duties require of you, as required by the Head of Finance or COO. 5

7 Person Specification The successful candidate must possess or have the following qualifications and attributes: Qualifications First degree from a leading university, postgraduate qualifications viewed favourably; A minimum of two years experience in professional workplace environment; three-five years is highly desirable; Proficiency in Microsoft Office, Adobe Acrobat (or other.pdf documents) and social media web platforms Experience in providing business development support through internal and external communications, CRM client relationship management systems, partnership development and sales (a commercial mind-set) Ease with knowledge management systems and databases for both logging and retrieving accurate, complete and comprehensive information for appropriate use Spanish language skills in writing and verbal highly desirable Personal Attributes Organizational Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail; Effective time management tied to research project cycle management for effective results; Forward looking thinker, who actively seeks opportunities and proposes solutions to maximize efficiency, effectiveness and client/candidate care; Strong appreciation and understanding of the importance of punctuality, responsibility Interpersonal Very strong interpersonal skills and the ability to build relationships with stakeholders including staff, external vendors, clients and candidates; Emotional maturity and demonstrated professional demeanour (using discretion); Proven ability to handle confidential information with discretion, adaptable to various and competing demands; Proven high level service mentality (willingness to serve) including responsiveness with accountable access to the and by the team; Strong personal values and a high level of integrity; Enthusiastic and proactive while also a strong sense of humility Technical Expert level business writing and verbal communication skills; Demonstrated proactive approaches to problem-solving with strong decision-making capability; 6

8 Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced, varied and multi-faceted environment; Sharp and rigorous analytical skills and attention to detail while being tenacious, committed and results-oriented; Team Player Highly resourceful team-player, with the ability to also be extremely effective working independently while being a collaborative contributor to the positive development and convening of a growing team; Willingness to contribute to the culture within the team of maintaining best practice in the quality of project coordination and management; Support the drive of quality initiatives across teams in collaboration with the Head of Project Management; Commitment to living out the mission and values of Perrett Laver. To Apply: A competitive remuneration package commensurate with seniority of the position and salary history will be offered. For information on how to apply, please visit The deadline for uploading resume and cover letter for application is by close of business December 19,

9 Perrett Laver 885 West Georgia Street Suite 1500 Vancouver, BC V6C 3E8 Canada t:

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