About ZRG Partners
For more than 18 years, ZRG’s data-driven approach to executive and professional search has been changing the way clients think about finding top talent. Today, ZRG is one of the fastest-growing firms in the search industry and provides a full suite of executive, middle management, project, and interim search solutions globally through its offices in North America, Europe, South America, and Asia. It’s time to stop searching and start building with ZRG.
About Toft Group
Toft Group is a global executive search firm fully devoted to Life Sciences with a special focus on innovation-driven companies at the intersection of Biotech and High Tech. Our track record shows we quickly fill highly specialized leadership and Board roles with an incredible sense of cultural fit.
Toft Group’s targeted, accurate searches translate into exceptional return-on-investment for clients in all of the major US biotech hubs we serve. We know the Life Science and healthcare high tech talent pools like no one else and bring a unique understanding to the hiring needs for key management and Board roles — because we’ve been there ourselves.
The Life Science industry is always in motion, adapting to new technologies, government regulations, and pricing pressures. Toft Group navigates the fast-moving talent pool to build the strong, inspired, and diverse team you need to excel.
Toft Group was acquired/joined ZRG Partners in 2019.
Job Description
Toft Group’s Project Coordinator (PC) will report directly to the President of Toft Group, a ZRG Company. Our new PC will be responsible for supporting the President & Co-Leader Global Life Sciences, and leveraging the company’s existing, highly successful executive search services brand and highly differentiated delivery model.
Our EA will be responsible for a variety of important functions, including providing ongoing administrative & calendar support for the President of Toft Group, working in the San Diego Corporate headquarters office. S/he will also be responsible for assisting in managing social media, speaking engagements, and preparing corporate presentations for the President and others as requested. Additionally, the PC Manager will be responsible for corporate meetings, and execution of conferences and meetings.
Responsibilities
The essential functions of the Project Coordinator include, but are not limited to the following:
Administrative Support
- Screen and respond to incoming requests (visitors, telephone, e-mails, etc.).
- Proactively plan and organize President’s calendar & coordinate internal and external meetings and communications to clients and prospects.
- Manage President’s board calendar and activities pertaining to the diversity board practice, including training sessions for candidates.
- Schedule speaking engagements for the President, including book orders and onsite logistics.
- Send congratulatory promotions & fundraising e-mails on behalf of President
- Website coordination and updates as requested (Robintoft.com, WCR, ToftGroup)
- Marketing assist and interface to ZRG corporate
- Social media posting (LinkedIn, FB, Twitter, Instagram)
- Schedule and coordinate media interviews.
- Conduct general office tasks including but not limited to mail, ordering office and kitchen supplies and ensuring that the office and kitchen always look professional and orderly.
- Interface with SD property management company
- Order food for internal meetings and candidate interviews as necessary.
- Manage the weekly in-office schedule
- Assist with mailing gifts, books, and newsletters.
- Coordinate and perform a variety of miscellaneous support activities as assigned.
Event Planning Support
- Coordinate, organize and attend SD- based speaking engagements, conferences, and meetings.
- Organize travel for the President as well as group travel for conferences and corporate meetings
- Coordinate logistics, meeting space, menus and decorations for events.
Database Systems/Processes
- Learn Invenias customer management software, developing expertise with I functionality and ensure process/procedures are followed.
- Assist in updating candidate information in database for current candidates, prospects and companies as required.
- Miscellaneous database projects as assigned including managing mailing lists, sending out invitations, merging of duplicate people and companies.
Job Requirements
- “Can do attitude” coupled with experience working “hands on”, in a fast-paced entrepreneurial environment, wearing many hats.
- Passion for the life science industry, diversity & inclusion, and changing the way medicine is practiced in our lifetime.
- Prior experience in communicating with C-level (Board members, Presidents, officers) to schedule meetings, managing executive calendars and appointments in Microsoft Outlook required.
- Our ideal candidate will have three (3+) years of Executive Administrative support experience (C-Suite experience preferred) working in an office setting.
- Advanced skills in Microsoft Outlook, MS Excel, Word, and PowerPoint required
- Flexible, creative, and excited to work in a growing organization.
- Demonstrated capacity to think “outside the box”, communicate and motivate others on the company’s programs and new ideas.
- Track record of success in prioritizing work with strong planning, time-management, and organizational skills.
- Additional experience with Contact management database programs such as Executive search software, Salesforce.com, etc. a plus.
- BA/BS degree preferred.f
In terms of company culture and personal style, the following characteristics represent the type of backgrounds in candidates that we believe would have the greatest success integrating into the company:
- Self-confident, polished and mature demeanor- critical to earning the respect and support of the team
- Collaborative Team Player
- Approachable and friendly demeanor with ability to engage and work across the company to all levels
- Self-motivated with a strong work ethic; dedicated to deliver top quality work consistently
- Ability to handle a large workload and remain poised.
- Strong attention to detail and accuracy exhibited consistently in all aspects of work.
- Excellent communication (verbal and written) and interpersonal skills; excellent people and project management skills as well as the ability to communicate clearly with administrators, customers (both internal and external), and executives
- Reliable in tracking, communicating, and completing all tasks in a timely and efficient manner with little direction and multiple interruptions throughout the day.
- Demonstrated ability to take initiative, anticipate needs, solve problems, and exercise independent judgment.
- Ability to exercise discretion and sensitivity to the confidential nature of the information associated with the office and role.
