HR Knowledge

Executive Assistant / Project Coordinator

Job Locations US-MA-Cambridge
Job ID
# of Openings


Our client, Coulter Partners, is a retained executive search firm exclusively focused on Life Sciences. Founded in 2003, they combine access to a global network of talent through meticulous research to locate and deliver the best candidates available for assignments in every functional area of the Life Science sector.


Their diverse, multi lingual team of consultants combines PhD level scientific understanding with deep sector experience. Their clients range from early stage, venture backed businesses to global pharmaceutical companies.


They serve their clients globally from locations in London (UK), Cambridge (Massachusetts), Morristown (New Jersey), Nyon and Basel (Switzerland), Copenhagen (Denmark) and Frankfurt (Germany). They are looking for an Executive Assistant / Project Coordinator to assist their team based in Cambridge, MA.  This is an amazaing opportunity to join their dynamic team in the US and be part of their tremendous growth.


Assist & Manage the team with all support duties relating to assignment administration and project execution. This includes:

  • Assignment support - assisting with the efficient, professional management of a number of clients and assignments, producing heavy work loads
  • Diary management (across different time zones throughout the US and Europe)
  • Interaction with senior executives (clients and candidates) including Chairmen, Board Directors and CEOs across the globe via both phone, email & face to face
  • Forward planning client update calls and meetings to ensure each assignment progresses efficiently
  • Formatting / proof reading documents: CVs, candidate reports, client update reports & various other client / candidate documents
  • Scheduling candidate / client meetings, coordinating reference calls and supporting documents
  • Assisting in the management of candidate expenses
  • Ensuring all assignments are up to date on the in-house database, including each candidate's progress / status within the assignment
  • Logging and saving all documentation and communications
  • Managing and supporting company business development trips and meetings – managing and sending invites, booking travel, booking accommodation, managing calendars  and booking/confirming meetings. Recording all in database.
  • Assisting with other business development, including event attendance and assistance with proposals & presentations.


Managing and supporting company conferences and events including:

  • Managing logistics, invite partnering systems and company profiles, writing invites, managing calendars, creating and logging marketing campaigns within our database. Keeping spreadsheets up to date. Putting together prep packs for all meetings.
  • Supporting the company for events hosted across the globe


Other office administration duties, including:

  • Assisting and covering for the other support staff
  • Assisting with induction scheduling for new starters
  • Reporting and escalating any issues to the appropriate person
  • Booking rooms and conference facilities
  • Sorting and distributing incoming post and organizing and sending outgoing post
  • Photocopying and printing various documents, sometimes on behalf of other colleagues
  • Other general ad hoc office duties  


  • Minimum of 5 years in an Administrative Assistant role
  • Calendar management (multiple calendars preferred)
  • Travel management, planning and expense reporting
  • Tact and good judgment in confidential situations and proven experience interacting with senior management
  • Strong collaborative and relationship management skills and ability to liaison with multiple business partners at various levels
  • Ability to work independently and anticipate the needs of the executive and business and turn them into actionable tasks
  • Adaptable team player
  • Good problem-solving ability
  • Strong working experience with Microsoft Office; Outlook, Word, Excel and PowerPoint, and experience with using and maintaining databases
  • Knowledge of general office procedures (e.g., filing, correspondence, scheduling)
  • Excellent IT skills
  • Excellent interpersonal skills
  • Superior oral and written communication skills
  • Ability to adapt procedures, processes and techniques to the completion of assignments


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