Delivery and Operations Specialist

We are mission-driven to advance wellbeing across the Quality of Life ecosystem through impactful leadership. Come join us!

THE ROLE

The Interim Leadership Practice helps client organizations to maintain strong leadership and lay future foundations during the transition in key executive positions or on-demand projects. The Delivery and Operations Specialist in the Interim Leadership Practice, plays a key role in enabling our internal team to work collaboratively with candidates, placements, clients to ensure consistent, high quality service.

The Delivery and Operations Specialist is the central point of contact for Interim Practice team members, clients, candidates, and placements. This position will provide logistical and operational support to coordinate all phases of Interim projects and support the leader of the interim practice. Emphasis on process driven tasks requiring strong communication, technical skills, the ability to both problem-solve, and anticipate and address potential issues in advance. This role will also support the Interim Leadership Solutions leader in managing logistics and coordination, including traveling and general scheduling. In the future, this role may support others in scheduling as well.

The workflow varies and is driven by compressed deadlines to complete deliverables. The office and workload is fast-paced with a team-oriented approach. Focus is on exceptional customer service and high quality work products. All team members are expected to be self-starters with a sense of responsibility, urgency and ownership toward their work.

This is an exciting opportunity for highly motivated, proactive team players with an emphasis on quality, excellent customer service and professionalism. Team members will enjoy working in an intimate, highly collaborative environment with the opportunity to work with senior executives and leaders within healthcare organizations, higher education institutions, non-profits and social service organizations to help them to build exceptional leadership teams with vibrant cultures that positively impact quality of life.

Work will be conducted in a remote or hybrid environment. The Delivery and Operations Specialist role supports the Interim Leadership solution (Life Sciences and Investor-Backed Healthcare), and reports to the Managing Partner and Practice Leader, Interim Leadership (Life Sciences and Investor-Backed Healthcare).

This position offers a base salary of $58,000 to $75,000, plus a target bonus of5% of base salary. Salary within our ranges is determined by your education, experience, knowledge, skills, location, and abilities, as required by the role, as well as internal equity and alignment with market data. WittKieffer offers a full benefits package including medical, dental, vision, 401k, life and disability insurances, and generous paid time off.

RESPONSIBILITIES

Provide administrative support to Interim Practice with all aspects of interim projects, including but not limited to:

Interim Project Coordination:

• Serve as a project coordinator to support the screening, interviewing, and prep calls of candidates for current or future Interim positions, the majority of which is done proactively in order to fulfill client needs in highly condensed timelines.

• Serve as point of contact to schedule client calls regarding new projects (discovery calls), candidate presentation calls, video interviews for candidates, candidate selection calls, and interim executive check-in calls.

• Serves a liaison with HR and finance on opening and closing opportunities, hold jobs, and activation of new projects.

• Reviews all timesheets/time submitted via Workday and confirms bi-weekly with HR. Signs off on all interim executive invoices prior to them being distributed to the client.

• Serve as a point of contact for interim placements, who are employees of Witt/Kieffer, for a variety of administrative and operational issues including, but not limited to, expense management, timekeeping, reference consent/SkillSurvey reference checking, and Mintz background screening.

• Conducts MFA, expense, timesheet, and Workday training with new interim placements.

• Works with practice leader on outstanding AR issues.

• Works with client to ascertain interim executives' first day instructions and confirms that information with the new hires.

• Ensures that all due diligence is completed and saved in DFE prior to activating new active job.

• Serves as point person for blocking and unblocking candidates and tracks candidates who have been unblocked for utilization on the permanent executive search side.

• Maintains a high level of confidentiality regarding personal and employment data that is accessible through this work.

• Escalates any situations that are contrary to Witt/Kieffer policies or standards according to the Interim Leadership Practice RACI chart.

• Participates in team meetings and helps ensure CRM system is up to date.

Team Collaboration and Communication:

• Demonstrate professional communication skills verbally (in person and phone) and written (correspondence, report writing, proofreading, email, proposals, etc.) with clients, candidates and placements.

• Successfully collaborate across multiple departments including research, IT, accounting, and HR to ensure quality and timely project deliverables.

• Provide back-up assistance and support to other team members when necessary.

Document and Data Management:

• Create, edit, and proofread deliverables including standard contracts and agreements, leadership profiles, references, and more, all in accordance with the firm's brand and compliance standards.

• Maintain up-to-date and accurate job search information in Witt/Kieffer's proprietary database.

Support the Managing Partner of the Interim Leadership Practice, Life Sciences and Investor-Backed Healthcare:

• Maintain calendar and schedule meeting-clients, internal, candidates and other.

• Coordinate travel arrangements for the Interim Team and work collaboratively with corporate traveler. Input all travel information in the calendar.

• Assist principals in the group with calendar as needed.

Performs other duties as assigned.

CANDIDATE PROFILE

Education:

• College degree preferred with a minimum of three years of executive level administrative support experience; high school degree required with a minimum of five years of executive level administrative support experience.

Required Job Qualifications:

• Exceptional customer service skills both verbal and written skills.

• Excellent organizational and planning skills

• Can do, positive attitude

• Experience working in a highly fast-paced environment with compressed timelines for most deliverables.

• Experience proofreading and editing documents with the ability to make recommendations for improvements.

• Proactive in forecasting and communicating ways to solve potential issues and willing to take coaching and direction along the way.

• Proven ability to learn and navigate new software tools and applications; proficient with Microsoft Office, primarily Outlook, Word, and PowerPoint.

• Excellent typing skills.

• Self-motivated and deadline driven work ethic.

• Detail oriented with capability to see the big picture in order to shape project efforts.

• Ability to follow through on many routine matters without supervision, but using discretion on which matters can be handled alone and which should be referred to others.

• Ability to re-prioritize at a moment's notice with changing needs.

Preferred Qualifications:

• Previous experience in professional service organizations; background in life sciences or investor-backed healthcare is helpful.

• Previous experience working in a new/start-up team environment.

• Must be comfortable working in a confidential environment.

• High maturity and ability to exercise independent and rational judgement which is required to plan, prioritize, and organize a diversified workload; recommends change in office practices or procedures.

• A "can-do" attitude and willingness to perform a wide variety of tasks required to meet the daily demands of the business.

• Location: West-Coast or one hour time zone difference.

Work Environment:

• Work will be conducted in a home office environment.

• Search consultants will be supported virtually/remotely.

Physical Effort:

• Must be able to remain in a stationary and sedentary position over 60% of the time.

• Occasional movement inside the office to access file cabinets, office machinery, etc.

• Constantly operates a computer and other office productivity machinery such as a calculator, copy machine, and a computer printer.

• Frequently communicate (talking and listening) with internal departments and external clients.

• May be required to lift or carry no more than 10 pounds occasionally.

Witt/Kieffer Inc. ("Witt/Kieffer") provides equal employment opportunities to all employees and applicants. WittKieffer will recruit, employ, train, promote and compensate our employees withoutregard to race, religion, creed, color, national origin, citizenship, gender, pregnancy,military status, age, marital status, sexual orientation, sexual identify, disability or any other personal characteristic protected by applicable federal, state or local law. WittKiefferwill endeavor to make reasonable accommodation, as required by law, for qualifiedindividuals with known disabilities or religious practices unless doing so would result in anundue hardship on the operation of our business.