The Client Services and Administrative Coordinator plays a central role in keeping the team’s work organized, coordinated, and moving forward - helping ensure that client engagements are exceptionally well coordinated, commitments are delivered on time, information is where it needs to be, and nothing falls through the cracks. They will also play an important role in continuously improving how the practice operates - identifying opportunities to streamline processes, reduce administrative effort, and leverage AI and technology to create greater efficiency, consistency, and capacity as the practice grows.

Working across multiple client engagements and internal priorities, the Client Services and Administrative Coordinator brings structure, organization and momentum to the practice. They anticipate what is coming, connect the dots across projects, follow through on key details and help create a seamless experience for our clients, the Leadership Consulting team, and broader team members across the country and around the world.

As the practice continues to grow, this role will also help us build the processes, tools and ways of working that allow us to operate efficiently and consistently at greater scale.

This is a full-time hybrid role within Boyden’s Leadership Consulting practice, reporting to the Managing Partner.

Core Responsibilities

Practice Operations, Systems & Continuous Improvement

- Develop and maintain templates, checklists, trackers and standard documents that improve consistency, quality and efficiency across the practice.
- Prepare, format and proofread client materials, reports, presentations, project updates and internal documents.
- Input, clean, organize and maintain project, survey and assessment data.




- Document recurring processes and identify opportunities to simplify, standardize and automate how work gets done.
- Leverage AI and other technology tools to reduce administrative effort, improve workflows and create greater capacity across the team.
- Help strengthen the systems, processes and infrastructure required to support the continued growth and scalability of the Leadership Consulting practice.
- Act as a key point of contact for external consultants requiring project information, scheduling, materials, access or other support.
- Coordinate external consultant invoices, including reviewing required information, submitting invoices to Finance and following up where needed.
- Coordinate internal practice initiatives, including the quarterly Leadership Consulting Learning Session.
- Prepare agendas, notes, action items and meeting follow-ups as required.
- Coordinate information, timelines and materials across consultants and project teams to help everyone stay aligned.

Project Coordination & Delivery

- Set up new client engagements, including coordinating required information, signed agreements and project opening with Finance.
- Create and maintain a project plan for every engagement, capturing key deliverables, milestones, meetings, responsibilities and next steps.
- Proactively follow up on outstanding information,



approvals, decisions and deliverables to keep work moving forward.
- Maintain organized project files so agreements, plans, materials and current documents are accurate and easy to access.
- Coordinate project close-out, including final billing, documentation and archiving.

Scheduling & Logistics

- Own scheduling across client engagements, including client meetings, interviews, assessments, debriefs and internal checkpoints.
- Coordinate project-based interviews, including participant scheduling, invitations, reminders and completion tracking.
- Manage scheduling for the Managing Partner, helping coordinate priorities, resolve conflicts and follow up on outstanding requests.
- Coordinate meeting invitations, materials, virtual or in-person logistics and schedule changes.
- Anticipate scheduling needs and dependencies rather than waiting for them to become urgent.

Project Tracking & Team Coordination

- Maintain a central view of all active engagements, including project status, upcoming milestones, key actions, risks and owners.
- Lead the biweekly project update meeting by preparing the agenda, reviewing progress and confirming actions, responsibilities and deadlines.
- Update project plans and trackers following meetings and ensure agreed actions are followed through.
- Identify upcoming deadlines, potential bottlenecks or risks early and bring them to the attention of the appropriate team members.
- Help the team maintain visibility across a growing portfolio of client work.

Psychometric Assessments

- Coordinate Hogan, SuccessFinder and other approved psychometric assessments from request throug

📌 Project Manager (Toronto)
🏢 Boyden
📍 Toronto