About Dore Partnership
Dore Partnership is a distinguished global specialist executive search firm dedicated to empowering corporate leadership by delivering exceptional talent and advice. Since our inception in 1997, we've been at the forefront in advising and partnering with organizations in the financial services, technology, and data sectors. Our dynamic team, based in New York, London, and Abu Dhabi, is committed to cultivating excellence in companies worldwide.
Mission of the Role
The Administrative Coordinator role exists to provide high-quality administrative, operational, and logistical support to the search team and broader office. This individual will ensure smooth daily operations and consistent coordination across multiple consultants. They will also play a key role in maintaining an efficient, welcoming, and well-run office environment.
Key Responsibilities
Administrative & Team Support
- Coordinate domestic and international travel arrangements for your consultants, ensuring accurate itineraries and timely bookings.
- Oversee end-to-end meeting coordination across audience types (business development, consultant/candidates, internal) - from scheduling and calendar management to securing conference rooms or off-site locations and ensuring all logistics are in place. Proactively flag and manage calendar conflicts.
- Tag external meetings to CRM system with accuracy and timeliness, coordinating with search coordinator function where needed.
- Ex: business development, networking meeting, candidate assessments, etc.
- Add / update contact information of external parties to CRM system.
- Organization and tracking of business development activity
- Manage in-house lunch orders for meetings with external guests - including ordering, setting up, and cleaning up afterward.
- Collect, organize, and process weekly receipts for expense reimbursements, ensuring timely submission, accurate coding, and compliance with internal policies.
Guest Management & Internal Operations
- Assist the full guest experience for said consultants by coordinating security check-in, greeting visitors, escorting them to conference rooms, and ensuring rooms are properly set up and reset between meetings.
- Help maintain office and kitchen operations by conducting regular check-ins, restocking supplies, coordinating groceries and occasional catered lunches, and ensuring a clean, organized workspace as needed.
Who You Are
- You have 3+ years of experience providing administrative support to multiple consultants and are adept at coordinating complex travel and event logistics while maintaining seamless organization across competing demands.
- You are energized by a fast-paced, hands-on environment and are comfortable being on your feet throughout the day, moving around the office to support shifting needs.
- You are personable, professional, and comfortable interacting with individuals at all levels, including external senior executives and C-suite leaders, while serving as a go-to resource for support and solutions.
- You are AI-forward and interested in using or learning AI tools to enhance efficiency and streamline workflows.
- You maintain discretion, handle confidential information responsibly, and demonstrate strong judgment
- You hold a bachelor’s degree.
