Polina Shurygina

Search Team Logistics & Operations

• Deliver high-level administrative and logistical support, to managing directors and search teams, serving as the project management lead on 14-17 searches and anticipating the needs of team members, clients, and candidates.
• Manage all aspects of managing director’s daily calendar, including scheduling and coordinating meetings, conference calls, and related executive company events.
• Collaborate with team members to execute on short-term and long-term goals for searches, including a prompt launch, detailed metric tracking, and efficient closing.
• Oversee the production and review of key search documents, including database reports, while ensuring accuracy and adhering to firm/client formatting standards.
• Upload search and candidate documents to client web portal and database, updating and maintaining search data metrics and candidate statuses throughout search process.
• Assist in recruitment efforts by screening resumes, scheduling interviews, conducting reference checks, leading to quality hires.
• Coordinate complex domestic travel itineraries, ensuring a smooth experience for executives and candidates.
• Process candidate expenses.
• Maintain utmost confidentiality while handling sensitive information related to company data and candidate matters.

Business Development Coordination

• Respond to new business inquiries via phone and/or email and assist the managing director with maintaining a pulse on business development pipeline, where applicable.
• Manage the coordination of business development information, documents, and progress, tracking in the database from initial contact to contract signing, where applicable.
• Support on proposal development, scheduling of business development meetings, and requesting contracts as needed, where applicable.

Client Engagement & Logistics Support

• Ensure timely and appropriate interactions with clients, including scheduling and managing logistics for internal and external meetings and interviews.
• Utilize scheduling tools like Doodle to help coordinate meetings with search committees and board members.
• Employ survey tools (Microsoft Forms) to track client needs/ interpret reports.
• Work with clients to provide and maintain confidential web portal access through Egnyte.
• Monitor and respond to client inquiries on administrative requests.

• Managed co-founder's and senior search leads calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
• Coordinated air travel, ground transportation, hotel accommodations, and restaurant reservations for co-founder.
• Processed travel expenses and reimbursements for co-founder, senior search leads, and candidates.
• Facilitated on-site and virtual interviews.
• Produced accurate, polished, professional-quality documents, both print and electronic, often under tight time constraints.
• Provided professional interface with clients & candidates, with superior customer service orientation, and acted as an internal and external liaison for search teams.
• Informed hiring managers, search committees, and candidates of meeting dates, times, and places, reserved meeting spaces, handled logistics and catering arrangements.
• Participated in authoring client Position Profiles.
• Directed job postings on multiple platforms.
• Crafted notes during client calls.
• Collaborated with managing directors on search strategies and project management.
• Managed high volume search load (20 searches simultaneously) with tact and efficiency.
• Acted as a mentor to new employees and facilitated training and onboarding for incoming staff.
• Demonstrated excellence in required processes to capture information in the firm’s database on both quantitative and qualitative levels.
• Represented a deep commitment to reflecting and promoting Koya's organizational values and competence in every engagement.

• Managed contracts, negotiations, and all aspects of sales to finalize purchases and exceed customer expectations.
• Streamlined communication between all parties involved in transactions, ensuring smooth closings and satisfied clients.
• Communicated with clients to understand property needs and preferences.
• Conducted comprehensive market research to provide clients with accurate information on current trends and pricing strategies.
• Hosted successful open houses by preparing properties for viewing and effectively showcasing features to potential buyers.
• Advertised client properties through websites, social media, and real estate guides.
• Maintained connections with clients to encourage repeat business and referrals.

• Organized and coordinated meetings with stakeholders and business partners.
• Oversaw business and personal expenses and performed bank reconciliations.
• Streamlined communication by managing emails, phone calls, and scheduling appointments.
• Managed employer's complex calendar and coordinated travel arrangements for business trips.
• Provided professional administrative support during meetings, including agenda preparation and minute-taking duties.
• Handled confidential and sensitive information with discretion and tact.