Executive Search Associate & Project Co-ordinator

Great opportunity to join Galvin-Rowley Executive supporting our Director

Galvin-Rowley Executive is seeking a capable, highly organised and relationship-focused Executive Search Associate & Project Coordinator to join our team.

This is a diverse and integral role supporting the delivery of executive, senior leadership and Board search assignments from initial market research through to candidate assessment, client reporting and appointment.

Working closely with our Director, you will conduct candidate and market research, coordinate search assignments, communicate with senior-level candidates and clients, maintain accurate systems and help prepare high-quality candidate and client documentation.

The position would suit someone with experience in executive search, recruitment, talent acquisition, research, professional services or a comparable client-focused environment.

About Galvin-Rowley Executive

Galvin-Rowley Executive is a boutique executive search and leadership advisory firm partnering with organisations to appoint high-calibre executives, senior leaders and Board directors.

We work with clients across corporate, not-for-profit and purpose-led organisations. Our approach is highly personalised, rigorous and relationship-driven, with a strong focus on understanding each client's organisation, culture and leadership requirements.

As the Australian partner of Agilium Worldwide, we also provide clients with access to an established international executive search network.

The opportunity

As Executive Search Associate & Project Coordinator, you will contribute throughout the complete executive search lifecycle.

Your responsibilities will include:

Executive search and research





- Conducting targeted market research across different industries and leadership functions - Developing target-company lists and candidate market maps - Identifying potential candidates through LinkedIn, databases, professional networks and referrals - Researching organisations, industry sectors and leadership structures - Maintaining accurate candidate, market and sourcing records

Candidate assessment and communication

- Reviewing CVs, applications and candidate profiles against position requirements
- Assisting with preliminary candidate screening and assessment
- Preparing candidate summaries, comparison tables and assessment documentation
- Communicating with candidates and providing timely process updates
- Coordinating interviews, briefing calls, assessments and reference checks
- Supporting a skilled and respectful candidate experience

Client and assignment coordination

- Supporting multiple executive search assignments at different stages of delivery
- Attending client briefings, progress meetings and candidate presentations
- Preparing agendas, interview schedules, progress reports and supporting materials
- Monitoring milestones, deadlines and follow-up actions
- Assisting with position descriptions, advertisements, candidate reports and client correspondence
- Identifying and escalating potential assignment risks or delays

Systems and operational support

- Maintaining accurate records in JobAdder and other systems
- Creating and updating jobs, candidate records, contact details and assignment activity
- Preparing reports and ensuring consistent data quality
- Coordinating meetings,



documents and assignment-related correspondence
- Maintaining organised digital files and current search templates
- Supporting team work-in-progress meetings and internal coordination

About You

You are likely to be a naturally curious person who enjoys researching organisations and understanding people's careers. You are organised, responsive and comfortable moving between detailed research, candidate communication, report preparation and administration.

You will bring:

- Experience in executive search, recruitment, talent acquisition, research, professional services or a comparable client-focused role
- Strong research and candidate-sourcing capability
- Excellent written and verbal communication skills
- The confidence and professionalism to interact with senior executives
- Strong organisational skills and the ability to manage multiple priorities
- Excellent attention to detail and commitment to accurate record-keeping
- Sound judgement and discretion when handling confidential information
- Strong Microsoft Office skills and confidence using LinkedIn and online research tools
- The ability to work independently while contributing to a small, collaborative team

Experience using JobAdder or another applicant tracking or recruitment CRM system would be highly regarded.

Relevant tertiary qualifications in business, human resources, psychology, communications or a related discipline may be advantageous but are not essential.

Position details

Location: WFH or from our offices on the Mornington Peninsula

Employment basis: 25-30 Hours Per Week

Reports to: Director

Commencement: As soon as practicable

Galvin-Rowley Executive values diversity and welcomes applications from candidates of all backgrounds. We are committed to providing an inclusive and respectful recruitment process.

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📌 Executive Search Associate & Project Co-ordinator (Melbourne)
🏢 Galvin Rowley
📍 Melbourne