Client Experience Coordinator

Job Title: Client Experience Coordinator

Location: On-site at 794 Circle Drive East, Saskatoon, SK

Reports To: Executive Team

About Us

We’re not your average recruitment or consulting firm. Hughes Collective is a bold, people-first consultancy changing how organizations grow, through strategic hiring, standout branding, and razor-sharp business insights. We blend recruitment, employer branding, marketing, HR, succession, and advisory services into one agile, powerhouse collective.

If you thrive on variety, bring creative energy to everything you touch, and believe people and storytelling are the heartbeat of a brand, you’ll feel right at home here.

The Opportunity

We’re hiring a high-trust, high-capacity Client Experience Coordinator to be the heartbeat of our workspace and a seamless extension of our team. Based full-time out of our Saskatoon office, this person will ensure our clients, candidates, and team members always feel seen, supported, and cared for, while keeping our operations, documents, and schedules running without friction.

You’ll work across four fast-growing businesses in our ecosystem, including Hughes Collective and key partners, providing consistent, high-quality support that reflects our shared values and high standards.

From running out for coffee before client meetings to formatting key contracts, managing multiple inboxes and phones, or attending client events with us to ensure every detail shines, you’ll be trusted to create calm, clarity, and polish in a fast-moving environment.

What You’ll Do

Client & Team Experience (On-Site & Events)

• Serve as the first point of contact in our office, answering the phones, greeting clients and candidates, preparing meeting spaces, and creating a warm, polished experience
• Run errands for coffee, treats, client gifting, and office supplies to elevate the in-person experience for clients and team
• Be present and hands-on at all client events, internal team sessions, and off-site gatherings to manage logistics and ensure every detail flows
• Set up meeting rooms, track agendas and materials, and manage hospitality elements

Executive & Principal Support

• Optimize the work lives of the CEO and Principals through calendar coordination, inbox triage, and executive task management
• Assist with scheduling, meeting prep, travel booking, and post-meeting follow-ups
• Provide trusted personal support, including coordinating family-related appointments or running personal errands
• Anticipate needs before they’re spoken, making life easier and work smoother for those you support

Contract & Document Coordination

• Draft, edit, and format NDAs, service agreements, engagement letters, and other contracts
• Ensure version control, signature tracking, and professional polish on all client-facing materials
• Maintain document archives, templates, and active project folders across our brands

Administrative Support Across Brands

• Become a champion of our CRM system, keeping us organized with excellent attention to detail
• Leverage our CRM and digital tools to drive smarter workflows, uncover efficiencies, and support data-informed decision-making
• Monitor and manage shared inboxes and coordinate responses on behalf of leadership
• Maintain organized digital filing systems and shared drives
• Track project timelines, deliverables, and administrative workflows
• Assist with onboarding documentation and internal coordination

What You Bring

• 3–5 years of experience in client service, or high-level administration
• A high degree of discretion and professionalism; you’ll handle sensitive information with extreme care and confidentiality
• A willingness to learn new systems, adapt quickly, and grow alongside the businesses
• Strong writing and formatting skills with an eye for detail and brand alignment
• Digital fluency in Microsoft Office, e-sign platforms, and shared drive systems
• A calm, friendly, and composed presence who keeps others grounded
• A client-centric approach, with a high desire to go above and beyond
• A love for creating order, anticipating needs, and elevating everyday moments
• Must be based in Saskatoon and available to work on-site full-time

What Success Looks Like

• The office feels calm, welcoming, and always ready
• Executives and Principals stay focused because you're handling the details with care and precision
• Meetings and events run seamlessly, no scramble, no surprises, just smooth execution
• Clients and team members feel the Hughes Collective difference, because you made sure of it
• Files are clean, inboxes are managed, our CRM is tidy, and everyone is where they need to be, when they need to be there
• You anticipate needs before they arise and solve problems before they land on anyone’s desk
• Your presence adds energy; people feel supported, organized, and able to do their best work
• You approach every day with curiosity and a growth mindset, always looking for ways to improve, simplify, and evolve how we work