The Business Office Coordinator provides operational and administrative support to the Executive Recruitment team, ensuring seamless execution of daily functions and high-touch candidate experiences. This role serves as a key connector across leadership, internal stakeholders, and external vendors to support executive-level search activity, financial processes, and program coordination.
The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced, professional environment where discretion, precision, and customer service are essential.
Operational & Administrative Support
- Support the day-to-day functions of the Executive Recruitment operations team, ensuring efficient workflows and timely completion of deliverables
- Coordinate complex interview scheduling for executive candidates, including managing calendars, travel logistics, and communication with internal and external stakeholders
- Assist in planning and execution of recruitment-related meetings, events, and initiatives
Financial & Vendor Management
- Process invoices accurately and in a timely manner, ensuring compliance with organizational policies
- Partner with vendors (e.g., search firms, relocation providers, agencies) to facilitate services and resolve issues
- Track expenses and support budget monitoring activities as needed
Relocation Coordination
- Manage relocation logistics for executive candidates and hires, serving as liaison between candidates and relocation vendors
- Ensure a smooth, concierge-level relocation experience aligned with organizational standards
Reporting & Analytics
- Maintain and update reporting spreadsheets and tracking tools related to executive searches and operational metrics
- Design and prepare moderately complex reports, dashboards, and presentations using Microsoft Office applications and other business systems
- Provide data insights to support decision-making and improve operational effectiveness
Program & Project Support
- Work alongside department leadership to support planning, implementation, and monitoring of department initiatives and programs
- Provide consultation and education to internal stakeholders on processes, policies, and tools related to executive recruitment operations
Collaboration & Communication
- Build effective working relationships with department leadership, cross-functional teams, and external stakeholders
- Contribute to continuous improvement efforts by identifying opportunities to enhance processes, efficiency, and service delivery
Education & Experience
- High school diploma
- 2+ years of experience in administrative, operations, coordination, or similar support role; healthcare or executive recruitment experience preferred
Skills & Competencies
- Strong organizational and time management skills with the ability to manage multiple priorities
- High attention to detail and accuracy, particularly in financial processing and reporting
- Exceptional communication and interpersonal skills
- Advanced proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook)
- Experience working with databases, reporting tools, or applicant tracking systems preferred
- Ability to handle sensitive and confidential information with professionalism and discretion
