Project Coordinator, Excel Search and Advisory

Project Coordinator, Excel Search and Advisory

Excel Search & Advisory is the world’s largest and leading retained executive search firm wholly dedicated to sports, media, and entertainment. Our consultants have completed more than 1,500+ executive searches over their careers for teams, governing bodies, associations, ownership groups, media and entertainment businesses, and major consumer brands.

Position Summary: For this role you’ll provide comprehensive administrative and project support across the firm’s business development and executive search operations. Focus areas include document preparation, report generation, sales enablement, recruiting operations, marketing, and material editing, ensuring all client‑facing deliverables are polished, accurate, and produced efficiently. You will also support day‑to‑day office needs. The position is based in our Dallas office.

• Prepare, format, and edit a wide range of materials – client reports, candidate documents, proposals, and presentations – within Word, Excel, and PowerPoint.
• Provide calendar support for partners and/or senior associates.
• Coordinate internal and client‑facing meetings, including scheduling, preparing agendas, and distributing follow‑up summaries.
• Ensure all deliverables are accurate, well‑designed, and aligned with brand standards.
• Handle essential office and logistical support tasks such as:
  • Ordering supplies
  • Booking restaurant and meeting room reservations
  • Coordinating shipping or Fed Ex drop‑offs
  • Supporting occasional office organization tasks and handling facility needs
• Recruiting operations:
  • Own operations of the organization’s ATS and all filing systems.
  • Manage timelines for client deliverables and ensure quick turnaround of materials.
  • Ensure all client deliverable templates are consistent across all searches.
  • Support research initiatives by gathering background information on prospective clients, industry trends, and potential partnership opportunities.
  • Complete industry mapping projects to support recruiting efforts.
  • Monitor recruiter utilization and assist with recruiter assignments for new searches.
  • Assist in compiling candidate slates, search reports, and other materials used in client updates and presentations.
  • Monitor and maintain the global search utilization report; work with the ESA finance liaison to ensure invoices are sent on time.
• Sales enablement:
  • Assist in planning and executing owned and operated ESA/ESM events (HR Summit, CEO Summit, executive dinners, etc.).
  • Manage all invitations for broader ESM events where ESA is participating.
  • Partner with senior leadership on ongoing sales efforts and client outreach.
  • Support CRM and pipeline management, tracking leads and project status updates.
  • Prepare sales campaigns per partner’s request.
  • Assist in ideation and planning of all new ESA/ESM events.
  • Manage all gifting for prospective and current clients.
• Marketing support:
  • Manage and assist in the ideation of social campaigns in collaboration with ESM’s communication team.
  • Work with Excel’s creative team in preparing pitch decks, ensuring branding and materials are aligned with each pitch’s specifications.
  • Maintain a library of up-to-date case studies, bios, success stories, and presentation templates.
  • Manage pre‑and post‑production for Excellent Leadership Podcast.
  • Ideate and help deliver frequent thought‑leadership pieces via the executive team of ESA.

• Bachelor’s degree required.
• 2+ years of experience in project coordination, executive administration, recruiting operations, or a similar role.

• Exceptional organizational and multitasking abilities with strong attention to detail.
• Strong written and verbal communication skills.
• High proficiency in AI and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience in InDesign or other creative software is a plus.
• Proficient in database management.
• Ability to work independently and as part of a team in a fast‑paced environment.
• High level of professionalism and discretion.
• Creative mindset with ability to translate ideas into polished, visually engaging materials.
• Proactive ‘get‑it‑done’ attitude; willingness to identify and support any need, big or small. No task is too small or outside the scope of the role.
• Must be able to report into Coppell, TX office four days a week.

Pay range: $70,000 – $80,000 per year. Position also eligible for benefits and discretionary bonus.

Salary may vary based on relevant experience, time in role, business sector, and geographic location.