EC1 Partners
Executive Search Operations Coordinator
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The Opportunity
We're looking for a highly organised and proactive Executive Search Operations Coordinator to become the operational hub of EC1 Executive.
This is a broad role with two halves. The first is coordination: owning interview logistics, managing complex international diaries and acting as the primary point of contact for executive candidates. The second is operations: building and improving the playbooks, templates and systems that keep our searches consistent and scalable as we grow.
You'll work directly with our Executive Search consultants and, day to day, with CEOs, CHROs, Board members, investors and senior executive candidates. If you enjoy bringing order to complexity, thrive in a fast-paced environment and take pride in delivering exceptional service, we'd love to hear from you.
About EC1 Executive
EC1 Executive is the specialist executive search division of EC1 Partners, a globally recognised executive search and talent advisory firm focused exclusively on FinTech, Financial Services and Financial Infrastructure.
Operating from London, New York and Singapore, we partner with global financial institutions, high-growth FinTechs, private equity and venture capital firms to appoint C-suite and senior leadership talent across Revenue, Product, Technology, Operations, Risk, Compliance and Corporate Functions. Exceptional service sits at the heart of what we do, and every interaction reflects our commitment to professionalism, quality and long-term relationships.
What You'll Do
Search coordination
- Own the scheduling and coordination of executive interviews across EMEA, North America and APAC.
- Manage complex calendars involving candidates, consultants, clients and senior executive stakeholders.
- Liaise directly with CEOs, CHROs, Board members, investors and executive candidates to coordinate availability.
- Prepare interview schedules, agendas, briefing packs and meeting logistics.
- Monitor timelines, anticipate scheduling conflicts and resolve them before they escalate.
- Maintain interview trackers, search trackers and project plans.
Candidate experience
- Act as the primary operational point of contact for executive candidates.
- Coordinate interview invitations, confirmations, feedback updates and ongoing communications.
- Build trusted relationships through professional, responsive and personalised communication.
- Deliver a premium, white-glove experience at every stage of the search process.
- Maintain strict confidentiality across all assignments.
Operations and continuous improvement
- Own and continuously improve EC1 Executive's Confluence knowledge base.
- Create and maintain operational playbooks, checklists, communication templates and best practice documentation.
- Standardise internal processes to improve consistency and scalability.
- Support AI implementation and workflow automation initiatives that make the team more efficient.
- Lead and support operational improvement projects across the Executive Search team.
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Search administration
- Maintain accurate candidate and client records across our CRM and internal systems.
- Support the preparation of search documentation, reports and presentation materials.
- Support consultants with operational activity throughout the search lifecycle.
- Assist with onboarding and ad hoc operational projects.
What Success Looks Like
Within your first 12 months, you will have:
- Become the operational hub for EC1 Executive's search assignments, with consultants trusting you to run the process end to end.
- Built trusted relationships with executive candidates and senior client stakeholders.
- Coordinated complex international interview processes with professionalism, efficiency and precision.
- Strengthened our operational infrastructure through improved documentation, templates and knowledge management, and delivered at least one improvement initiative that measurably increased efficiency across the team.
What You'll Bring
Essential
- Around two years' experience (or equivalent) in one of the following: EA or PA support to C-suite or Board-level executives; candidate experience coordination; recruitment coordination; executive search coordination; or recruitment / talent operations within executive search, recruitment or professional services.
- Experience managing complex diaries across multiple international time zones.
- Experience coordinating interviews and meetings involving multiple senior stakeholders.
- Confidence communicating professionally with senior executives and external stakeholders.
- Exceptional organisational skills, with the ability to manage competing priorities and deadlines.
- Excellent written and verbal communication, and strong attention to detail.
- A proactive, solutions-oriented approach and the ability to work independently in a fully remote environment.
- Advanced Microsoft Outlook, including complex calendar management.
- Strong Excel, comfortable with lookups, pivot tables and building trackers and reports from scratch.
- Solid working knowledge of Word, PowerPoint and Teams, and comfort using CRM / ATS platforms.
- Permanently based in the UK with the right to work here. We are unable to offer visa sponsorship for this role.
Desirable
- Previous executive search experience, or experience within Financial Services, FinTech or Professional Services.
- Experience with Confluence, Monday.com, LinkedIn Recruiter or Canva.
- Experience supporting operational improvement or process optimisation initiatives.
- Experience creating documentation, templates and knowledge repositories.
- Familiarity with AI tools such as ChatGPT or Claude for improving day-to-day efficiency.
Who You Are
- Exceptionally organised and detail-oriented, and calm under pressure.
- Naturally proactive — you anticipate problems before they arrive.
- Professional, discreet and trustworthy.
- Service-oriented, with genuine pride in delivering an exceptional experience.
- Process-driven and always looking for smarter ways of working.
- Curious, adaptable and eager to learn.
- Collaborative and positive, and happy working as part of a small, close-knit team.
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How We Work
This is a fully remote role with flexible hours, open to candidates permanently based anywhere in the UK.
Because we work with clients and candidates across EMEA, North America and APAC, this is not a fixed 9-to-5. Your day shifts to meet the time zones you are working with, an earlier start when you are speaking to APAC, a later finish for North America, rather than simply running longer.
We offer a high level of autonomy, flexibility and trust, so you can shape your working day around business priorities rather than fixed office hours.
What We Offer
In return you will benefit from:
- Competitive salary
- Clear career progression pathways.
- Annual global incentives (Las Vegas, Dubai, Mexico, Ibiza).
- 25 days’ annual leave plus your birthday off.
- Subsidised gym membership and health plans.
Why Join EC1 Executive?
You'll be joining a specialist executive search business working with some of the world's leading financial institutions, FinTechs, private equity firms and venture capital-backed businesses playing a pivotal role in the delivery of senior leadership appointments across global markets.
This role offers real exposure to executive search, meaningful ownership from day one, and the chance to help build the operational infrastructure of a growing business. For the right person, it offers clear progression into a senior operations role.
How to Apply
Please apply via the link. Our process is a two to three-stage virtual interview process alongside an assessment. You'll meet the Head of Research, the Managing Partner, the Chief People Officer and the CEO. We want every candidate to be able to do their best in our process. If you need any adjustments to the application or interview process, please let us know and we'll accommodate them.
Equal Opportunities
EC1 Executive is an equal opportunities employer. We welcome applications from all qualified candidates regardless of age, disability, gender reassignment, marriage or civil partnership status, pregnancy or maternity, race, religion or belief, sex or sexual orientation. All applications are assessed on merit against the requirements of the role.
Your Data
Any personal information you share with us as part of your application will be handled in line with UK data protection law and used only to assess your suitability for this role. For full details of how we collect, store and process candidate data, please see our privacy policy.
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